Medical Virtual Assistant - Patient Intake, Admin & Billing

Job Title: Medical Virtual Assistant — Patient Intake, Admin & Billing
Position Type: Full-Time (40 hours per week)
Work Hours: 9:00 AM – 5:00 PM Mountain Time
Work Days: Monday to Friday
Salary: $5–$6 per hour, depending on experience
Workplace: Remote
Preferred Candidate Location: Philippines

About the Client & Role

Our client is an established mental health practice supporting approximately 400 clients and managing around 350 therapy sessions per week. They are seeking a reliable, organized, and proactive Medical Virtual Assistant — Patient Intake, Admin & Billing to support patient intake, appointment scheduling, medical billing, email management, and daily practice operations. The role's primary focus is patient intake coordination, followed by medical billing support and general administrative responsibilities, with billing responsibilities expected to increase over time under the guidance of the practice's Billing Supervisor.

The ideal candidate has hands-on experience in patient intake, medical billing, healthcare administration, phone support, and EHR/EMR systems, along with strong technical skills, excellent communication, and the ability to manage multiple responsibilities. The client highly values a positive attitude, coachability, adaptability, and willingness to learn new workflows while building a long-term working relationship with the practice.

Scope of Work / Responsibilities

Patient Intake, Scheduling & Communication

• Coordinate new patient inquiries, registration, intake documentation, and appointment scheduling.
• Manage appointment confirmations, rescheduling, cancellations, and patient follow-ups.
• Handle patient calls and receptionist duties using the practice's phone system.
• Maintain accurate patient records and intake documentation in SimplePractice.
• Monitor outstanding intake requirements and follow up to ensure completion.

Medical Billing & Payment Support

• Assist with medical billing workflows, payment-related tasks, and billing follow-ups under the guidance of the Billing Supervisor.
• Review billing records for accuracy, identify discrepancies or missing information, and coordinate resolution with the billing team.
• Maintain accurate billing documentation and update relevant information in the practice management system.
• Take on additional billing responsibilities as training and proficiency progress.

Email & Practice Administration

• Manage the practice's administrative email inbox, respond to routine inquiries, and follow up on important communications.
• Support the practice owner with executive assistant responsibilities, daily operations, and administrative coordination.
• Maintain organized records, task lists, and documentation while identifying opportunities to improve workflows and efficiency.

Payroll & Administrative Coordination

• Assist with payroll-related administrative tasks according to established practice procedures.
• Support accurate tracking and organization of payroll information.
• Coordinate with the appropriate team members regarding outstanding administrative requirements.

Patient Reactivation & Marketing Support

• Contact inactive patients to encourage appointment scheduling and re-engagement with the practice.
• Assist with social media posting, engagement, and basic marketing activities.
• Support simple content creation or Canva-related tasks when needed.
• Handle additional marketing activities as workload permits, while prioritizing patient intake, billing, and administrative operations.

Tools You'll Use

• SimplePractice — EHR/Practice Management
• Telzio — VoIP Phone System
• Email and messaging platforms
• Billing and payment management tools
• Payroll and administrative systems
• Canva and social media platforms, as needed

Requirements

Experience Requirements

• Patient Intake Experience: Required. Candidates must have hands-on experience coordinating patient intake, registration, appointment scheduling, and related healthcare administrative workflows.

• Medical Billing Experience: Required. Candidates must have previous experience supporting medical billing workflows, billing follow-ups, payment-related tasks, or healthcare billing administration. Full-cycle revenue cycle management experience is not required.

• Healthcare Administrative Experience: Required. Candidates must have previous experience supporting U.S.-based medical practices, including patient coordination, scheduling, medical records management, or general healthcare administrative operations. Experience in mental health, behavioral health, or therapy practices is an advantage.

• EHR / Practice Management Experience: Required. Candidates must have previous experience using EHR/EMR systems to manage patient information, scheduling, intake documentation, and administrative workflows. SimplePractice experience is a plus but not required, as training will be provided.

• Phone Support Experience: Required. Candidates must have experience handling patient calls, receptionist duties, or healthcare-related phone support. Experience with VoIP systems is an advantage, and training on Telzio will be provided.

• Email & Administrative Management Experience: Required. Candidates must be comfortable managing inboxes, maintaining organized records, coordinating follow-ups, and completing recurring administrative tasks.

• Credentialing Experience: Plus. Experience assisting with provider credentialing, maintaining credentialing documentation, or coordinating credentialing-related administrative requirements is an advantage.

• Payroll & Office Administration Experience: Preferred. Experience with payroll tracking, general office management, or executive administrative support is helpful.

• Social Media & Marketing Experience: Plus. Familiarity with Canva, social media posting, engagement, or basic content creation is beneficial but not a primary requirement.

Performance Expectations

The ideal candidate should help support:

• Timely and accurate patient intake, registration, and scheduling.
• Consistent completion of medical billing support tasks and follow-ups.
• Organized email communication and administrative workflows.
• Accurate patient, billing, and operational documentation.
• Reliable payroll and practice administration assistance.
• Successful cross-training into expanded billing responsibilities.
• Reduced administrative workload for the practice owner.

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.