Medical Virtual Assistant - Administrative & Patient Support - Sports Medicine

We are seeking a highly organized, dependable, and detail-oriented Medical Virtual Assistant – Administrative & Patient Support to join the patient services team at 417 Sports Medicine. Working remotely for this busy orthopedic and sports medicine practice in Springfield, Missouri, you will connect patients, the front office, the clinical team and outside healthcare facilities, keeping every step of the patient's care on track.

We are looking for someone with at least 2 years of healthcare administrative experience, a strong understanding of orthopedic workflows and prior authorizations for diagnostic imaging (MRI, CT, X-ray), and clear, fluent English with a neutral accent. Using AdvancedMD, you will handle a high volume of incoming and outgoing calls, schedule patient visits, obtain prior authorizations, send specialty referrals and manage the practice's general email inbox, working independently and with great attention to detail.

Working Environment & Core Schedule

• Role Title: Medical Virtual Assistant – Administrative & Patient Support
• Specialty: Orthopedics & Sports Medicine
• Status: Full-Time (40 Hours / Week)
• Schedule: Monday – Friday, 9:00 AM – 5:00 PM CST (Central Standard Time)
• Core Technology Stack: AdvancedMD EMR & Practice Management, Practice VoIP Phone System, Informational Email Inbox, Insurance Payer Portals
• Primary Objective: Patient phone triage, orthopedic scheduling, diagnostic prior authorization processing, and referral care coordination.

Top 3 Daily Tasks

1. Patient Calls & Phone Support: Answer incoming patient calls, make follow-up calls to patients and insurance companies with clear communication, direct clinical questions to the providers, and work through daily voicemails.

2. Insurance Prior Authorizations: Start, submit, follow up on and close out prior authorization requests for diagnostic imaging (MRI, CT, X-ray) and orthopedic procedures through commercial insurance portals so patient care is not delayed.

3. Scheduling & Care Coordination: Book, reschedule and confirm patient visits in AdvancedMD, and prepare and send specialty referrals to outside physical therapy providers and imaging centers.

Core Responsibilities

* Phone Handling & Patient Triage: Take incoming calls professionally, answer non-clinical questions about appointments and office policies, and send clinical concerns to the medical staff.

* Prior Authorization Management: Gather clinical notes, work through insurance portals, secure authorization numbers, monitor expiration dates and record every outcome in AdvancedMD.

* Specialty Referral Coordination: Prepare, send and track outgoing referrals for physical therapy, diagnostic imaging and outside specialist visits, and confirm the receiving facility got them.

* Appointment Scheduling: Schedule new patient and follow-up visits following clinical protocols, keep provider calendars balanced and update patient demographics.

* Email Inbox & Admin Support: Monitor the practice's general email inbox, reply quickly to administrative questions and keep all email correspondence organized.

Requirements

• 2+ Years Healthcare Experience: Direct experience working in a medical office, clinic, or healthcare administrative environment.
• Fluent English Communication: Flawless verbal and written English skills with a clear, accent-neutral phone presence and high listening comprehension.
• Prior Authorizations & Referrals: Demonstrated experience processing insurance prior authorizations for medical procedures and managing outgoing specialty referrals.
• EMR & Systems Proficiency: Working knowledge of Electronic Medical Record (EMR) platforms, practice management systems, email tools, and web portals.
• HIPAA Compliance & Confidentiality: Thorough understanding of HIPAA privacy rules, medical terminology, and patient confidentiality standards.
• Remote Workspace Setup: Private, quiet home office with a lockable door, high-performance computer (PC/Mac), high-speed primary internet connection, backup internet/power solutions, and a noise-canceling headset.

Preferred Qualifications

• 1+ Year Orthopedic/Sports Medicine Experience: Direct familiarity with musculoskeletal terminology, diagnostic imaging orders, and orthopedic care workflows.
• AdvancedMD Experience: Hands-on experience navigating AdvancedMD software for scheduling, charting, and administrative workflows.