Medical Virtual Assistant - Patient Scheduling & Billing Support
Posted
Job Title: Medical Virtual Assistant – Patient Scheduling & Billing Support
Position type: Part-time | 20 hours per week
Location: Remote – Philippines
Pay Rate: $5–$6 USD/hour
Work Schedule: Part-time | 20 hours per week (4 hours per day)
Time Zone: Pacific Time (PT)
- Monday & Friday: 9:00 AM–1:00 PM PT
- Tuesday–Thursday: 12:00 PM–4:00 PM or 1:00 PM–5:00 PM PT (depending on the agreed schedule)
- Weekends: Off
About the Client and Role
Our client is a healthcare practice based in Washington, USA, focused on chiropractic care, rehabilitation, and patient wellness. In this role, you'll help keep patient appointments organized, monitor billing-related follow-ups, communicate with patients, and assist with general administrative tasks.
Key Responsibilities
1. Medical Billing Coordination & Tracking (Primary Focus)
- Monitor patient balances and outstanding accounts on a weekly or monthly basis.
- Track accounts receivable and follow up on unresolved billing concerns.
- Coordinate with external billing companies to help keep billing-related tasks on track.
- Flag outstanding issues that need attention.
Note: You will coordinate and track billing concerns, not process medical claims.
2. Patient Scheduling & Phone Support
- Answer incoming patient calls and assist with appointment inquiries.
- Schedule appointments and manage callbacks using Jane EHR.
- Communicate professionally and empathetically with patients.
- Handle approximately 5–10 inbound and 15–20 outbound calls per week, with potentially more outbound calls initially.
3. Patient Follow-Ups & Retention
- Follow up with existing patients regarding appointments and ongoing care.
- Encourage patients to schedule their next visit.
- Maintain organized patient follow-up lists and records.
Additional Administrative Responsibilities
- Contact interested patients from Facebook ads using a provided script and help schedule neuropathy program consultations.
- Prepare and send monthly newsletters through Mailchimp using provided content.
- Organize patient records, maintain trackers, and assist with other administrative tasks as needed.
Requirements
- Previous experience as a Medical Virtual Assistant, Medical Receptionist, Healthcare Administrative Assistant, or Patient Coordinator.
- Experience with patient scheduling, inbound/outbound calls, or patient follow-ups.
- Basic understanding of medical billing terminology, patient balances, and accounts receivable.
- Strong English communication skills, particularly when speaking with patients over the phone.
- Comfortable using EHR/EMR systems or similar healthcare software.
- Organized, detail-oriented, and able to manage multiple tasks and follow-ups.
- Proactive, dependable, and comfortable working independently.
- Willing and able to work the required 20-hour weekly schedule without overlapping commitments to other clients.
- HIPAA-trained and knowledgeable about patient confidentiality.
Nice to Have
- Familiarity with billing coordination or tracking outstanding patient balances.
- Experience with Jane EHR or similar systems.
- Familiarity with Mailchimp or newsletter management.
- Experience supporting chiropractic, rehabilitation, or other healthcare practices.
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 · 20 questions · 1 written answer
Basics
First name, Last name, Email, Phone, Address, Education, Experience, Resume, Cover letter
Short answers (5)
- 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.)
- Which EHR/EMR systems and healthcare software have you used? Please include Jane EHR if applicable.
- Briefly describe your experience or familiarity with medical billing coordination, tracking patient balances, accounts receivable, or following up with external billing companies.
- In a 1–2 minute voice recording, please answer the following question(s): Imagine you're calling an existing patient who hasn't scheduled their next appointment. How would you encourage them to book a follow-up visit? Please respond as if you're speaking directly to the patient. 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 (14)
- 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 basic knowledge of medical billing terminology, patient balances, and accounts receivable tracking?
- Do you have experience handling patient scheduling, inbound/outbound calls, or patient follow-ups in a healthcare setting?
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")