Medical Virtual Assistant - Patient Scheduling & Billing Support

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

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Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.

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Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.

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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.

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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.

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Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.

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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.

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Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.

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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.

Originally posted on Himalayas