Medical Virtual Assistant / Patient Coordinator
Summary
Remote medical virtual assistant coordinates patient communications, referrals, and records for a U.S. medical practice, ensuring HIPAA compliance and smooth workflows.
We are a staffing agency recruiting on behalf of a busy and growing medical practice seeking an experienced Medical Virtual Assistant / Patient Coordinator to provide remote administrative support and enhance the patient experience.
This role is ideal for someone with previous experience supporting a U.S. medical practice who thrives in a fast-paced environment. You will become a key member of the administrative team, managing patient communications, referrals, results, and general office workflows, allowing the clinical team to focus on delivering exceptional patient care.
The successful candidate will be proactive, highly organized, and confident communicating with patients, pharmacies, and healthcare providers.
Key Responsibilities
Patient Communication
- Answer and manage a high volume of incoming patient phone calls
- Respond professionally to patient emails and administrative enquiries
- Provide patients with updates regarding appointments, referrals, and test results
- Schedule follow-up appointments when required
- Deliver exceptional customer service while maintaining patient confidentiality
Referral & Results Coordination
- Process specialist referrals and insurance authorizations through payer portals
- Coordinate laboratory and imaging results with the clinical team
- Communicate test results to patients as directed by providers
- Ensure referrals and patient documentation are completed accurately and on time
Administrative Support
- Manage pharmacy refill requests and medication-related communications
- Maintain accurate patient records within the electronic health record (EHR) system
- Upload and organize clinical documentation
- Support providers with day-to-day administrative tasks and workflow management
- Track outstanding administrative tasks and ensure timely completion
Practice Operations
- Coordinate with providers and medical assistants to support smooth daily operations
- Maintain accurate records and documentation
- Follow established workflows and clinic procedures
- Identify opportunities to improve administrative efficiency and patient communication
Required Qualifications
- Previous experience working in a U.S. medical practice as a Medical Virtual Assistant, Patient Coordinator, Medical Receptionist, or Medical Administrative Assistant
- Strong understanding of HIPAA and patient confidentiality
- Excellent spoken and written English
- Confident telephone manner with outstanding customer service skills
- Experience handling patient scheduling, referrals, and medical administration
- Strong organizational skills and exceptional attention to detail
- Ability to manage multiple priorities while working independently
Preferred Qualifications
- Experience using Office Ally, Practice Mate, EHR 24/7, or similar electronic health record systems
- Familiarity with insurance referral processes and pharmacy communications
- Previous experience supporting primary care, family medicine, or outpatient medical clinics
- Experience working remotely in a healthcare environment
What We're Looking For
- A proactive healthcare administrator who enjoys creating efficient workflows
- Someone who communicates professionally and compassionately with patients
- A highly organized individual who takes ownership of their responsibilities
- A dependable team member who can work independently with minimal supervision
- A detail-oriented professional committed to delivering outstanding patient care through exceptional administrative support
Growth Opportunity
This is an opportunity to become a valued member of a growing medical practice where your work will have a direct impact on both patient experience and operational efficiency. As the clinic continues to expand, there will be opportunities to take on increased responsibility in patient operations and practice administration.