Medical Scribing, Patient Support & Practice Administration
Medical Scribing, Patient Support & Practice Administration
Part-Time | Menopause Medicine | 30 Hours/Week | $6/Hour
Schedule: Monday to Friday, approximately 9:00 AM to 3:00 PM
About the Role
We are seeking a highly organized, detail-oriented, and compassionate Virtual Medical Assistant (VMA) to support a boutique medical practice specializing in menopause medicine.
This is a low-volume, high-touch practice where patient consultations are highly personalized and may last approximately 1 to 1.5 hours. The VMA will work closely with the physician to support live clinical documentation, patient communication, scheduling, payments, and day-to-day administrative workflows.
The ideal candidate is an experienced medical scribe who communicates professionally with patients, follows structured processes accurately, and can become a dependable extension of the physician and practice.
Key Responsibilities
1. Live Medical Scribing & Clinical Documentation
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Perform live medical scribing during detailed patient consultations and accurately document patient responses, symptoms, severity ratings, and relevant clinical information using established EMR templates.
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Pre-populate intake and follow-up templates before appointments by reviewing previous patient documentation and preparing relevant historical information for the physician.
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Become proficient in the practice's three primary visit workflows: Initial Intake/Consultation, Lab Follow-up, and Regular Follow-up .
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Maintain concise, organized, and accurate documentation that follows the physician's established templates and documentation preferences.
2. Patient Communication & Scheduling
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Manage incoming and outgoing patient communication through phone, text, and email while providing a warm, polished, and professional patient experience.
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Conduct structured pre-screening calls with prospective patients, explain the practice's cash-pay model, and gather relevant information before scheduling.
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Schedule, reschedule, and confirm appointments while managing reminder sequences to help reduce cancellations and no-shows.
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Send patient education materials, forms, medication reminders, and next-step instructions based on established practice workflows.
3. Payments & Administrative Support
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Coordinate upfront patient payments approximately 1 to 2 weeks before scheduled appointments according to the practice's payment policies.
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Clearly and professionally communicate payment expectations and assist with occasional special payment arrangements based on the physician's instructions.
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Maintain accurate records of payment-related communication, outstanding follow-ups, and administrative action items.
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Support additional administrative workflows and established practice SOPs as responsibilities evolve.
4. Lab Results & Document Management
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Access designated external laboratory portals to retrieve available patient laboratory results.
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Download and accurately upload laboratory reports and other required documents into the appropriate patient record in the EMR.
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Ensure patient documents are properly organized, filed, and available to the physician before scheduled appointments when needed.
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Maintain strict confidentiality and follow HIPAA, information-security, and practice compliance requirements when handling patient information.
Required Qualifications
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Minimum 1 year of experience supporting a US-based healthcare practice .
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Proven experience with live medical scribing and documenting patient encounters using structured or customized EMR templates.
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Excellent verbal and written English communication with the confidence to communicate directly with patients.
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Strong listening skills, attention to detail, and ability to accurately document information during live consultations.
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Strong organizational, follow-up, and time-management skills.
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Comfortable handling appointment scheduling, patient outreach, and payment