Medical Virtual Assistant - Occupational Medicine
Posted Updated
Summary
Provide remote administrative support for an occupational medicine clinic, handling scheduling, insurance verification, and patient coordination using EMR tools like Athena Health and VOIP systems.
Job Title: Medical Virtual Assistant — Occupational Medicine
Position Type: Full-Time
Work Hours: 8:00 AM – 5:00 PM Pacific Time
Work Days: Monday to Friday
Breaks: 30-minute break and two 15-minute breaks; may vary depending on clinic volume
Salary: $5–$6 per hour, depending on experience
Workplace: Remote
Preferred Candidate Location: Philippines
About the Client & Role
Our client is an occupational medicine clinic startup focused on supporting workers’ compensation patients. They are looking for a reliable, proactive, and detail-oriented Medical Virtual Assistant — Occupational Medicine to support scheduling, phone handling, workers’ compensation insurance verification, patient coordination, and administrative workflows.
This role is ideal for someone with healthcare administrative experience, strong phone communication skills, and the ability to handle difficult or frustrated patients with professionalism and empathy. The right candidate should be resourceful, coachable, honest, proactive, and able to complete tasks with strong attention to detail so the doctor does not need to follow up repeatedly.
Scope of Work / Responsibilities
Scheduling, Phone Handling & Appointment Management
- Schedule, manage, and coordinate patient appointments.
- Follow up with patients consistently to help get them scheduled.
- Coordinate with clinics, physical therapy offices, pharmacies, and other care-related contacts as needed.
- Handle phone calls professionally using phone systems and VOIP tools.
Workers’ Compensation Insurance Verification
- Support workers’ compensation insurance verification workflows.
- Help identify the patient’s employer first, then determine the appropriate workers’ compensation insurance provider.
- Assist with State L&I, Sedgwick, and private workers’ compensation-related verification.
- Contact claim managers to gather information and request authorization when needed.
- Training will be provided for the client’s specialized workers’ compensation insurance process.
Patient Care & Administrative Coordination
- Coordinate patient care details and authorization requests with claim managers.
- Maintain accurate documentation and ensure nothing is overlooked.
- Support daily administrative tasks using the client’s EMR and communication systems.
Tools You’ll Use
- Athena Health EMR
- RxMD in the future
- Phone systems and VOIP tools
- Microsoft Teams
- Microsoft email
- Other clinic, scheduling, and administrative systems as needed
Requirements
Experience Requirements
- Healthcare Administrative Experience: Required. Candidates must have previous experience in healthcare administration, medical office support, patient coordination, virtual receptionist work, or a similar healthcare support role.
- Scheduling & Appointment Management Experience: Required. Candidates must be comfortable managing patient schedules, coordinating appointments, and following up with patients to get them scheduled.
- Phone Handling / Receptionist Experience: Required. Candidates must have experience handling patient calls professionally and confidently.
- Workers’ Compensation Experience: Preferred but not required. The client uses a highly specialized workers’ compensation-only insurance model, including State L&I, Sedgwick, and private workers’ compensation. This role does not handle Medicare, Medicaid, or standard private insurance. Training will be provided.
- Insurance Verification Experience: Required. Candidates must have experience verifying insurance coverage, contacting insurance or claim representatives, documenting insurance information accurately, and following insurance-related workflows.
- EMR Experience: Required. Candidates must have experience using healthcare EMR/EHR systems. Experience with Athena Health is preferred.
Communication & Core Qualifications
- Strong phone communication and customer service skills.
- Patient, empathetic, and professional when handling difficult or frustrated patients.
- Resourceful, proactive, and able to complete tasks with minimal follow-up.
- Highly organized with strong attention to detail.
- Coachable, honest, dependable, and comfortable learning multiple systems.
Basic Requirements
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
Skills
As published by workable · 21 questions · 1 written answer
Basics
First name, Last name, Email, Phone, Address, Education, Experience, Resume, Cover letter
Short answers (3)
- What is your Date of Birth?
- What is your full government name? (Please enter it in this order: first name, middle name, last name. We use this to properly organize applicants who may have similar names.)
- In a 1–2 minute voice recording, please answer the following question(s): Please introduce yourself and describe your healthcare administrative experience, including scheduling, phone handling, patient coordination, insurance verification, prior authorization support, and EMR use. To record your answer, you can use a free recorder such as www.vocaroo.com. Simply click record, speak clearly. Once you’re done recording, copy the link and paste it below.
Pick from a list (17)
- Are you available to work at this time schedule?
- Do you accept the payment rate listed in the job description for this role?
- Do you have more than 1 year of experience working in the healthcare industry preferably with US clients/companies?
- Do you have experience using EMRs (Electronic Medical Record) and EHRs (Electronic Health Record)?
- Do you have experience using CRMs or related softwares?
- Are you able to join video calls (Zoom, Google Meet, etc.) during your shift and turn on your camera if needed?
- Do you have a reliable computer, headset, and camera available for work if you are offered the position?
- This role requires a background check clearance (NBI clearance, local police clearance, or equivalent). Will you be able to provide one if hired?
- Have you ever been convicted of any crime involving fraud, theft, dishonesty, or breach of trust?
- Have you ever been involved in any incident where client or company information was mishandled, leaked, or misused?
- Have you ever been terminated, dismissed, or asked to resign from a previous job due to misconduct, violation of company policy, or performance issues?
- Please mark all that you have experience with
- Do you have experience scheduling, managing, and coordinating patient appointments in a US healthcare setting?
- Do you have experience verifying insurance coverage or contacting insurance representatives, claim representatives, or similar contacts to gather information?
- Do you have experience with workers’ compensation, occupational medicine, or private workers’ compensation insurance workflows?
- Have you contacted claim managers, adjusters, or authorization representatives to request information or follow up on approvals?
- Have you used Athena Health EMR or another healthcare EMR/EHR system before?
Written answers (1)
- Is there any additional information you’d like to share that may help us better understand your qualifications for this role? (If not, put "none")