Medical Virtual Assistant: Refills, Scheduling, and Authorizations

Medical Virtual Assistant: Refills, Scheduling, and Authorizations Remote | Endocrinology | Part-Time | 30 Hours/Week | $5/Hour About the Role We are seeking an experienced and highly organized Medical Virtual Assistant to support a growing medical practice with prior authorizations, prescription refill coordination, patient scheduling, telephone encounters, and basic claims follow-up. This role will work closely with the clinic's existing virtual assistant, front-desk staff, providers, and office manager to ensure patient requests are addressed promptly and administrative tasks are completed accurately. The ideal candidate has experience working in a U.S. medical practice, understands how to manage patient messages and insurance-related tasks, and can confidently prioritize multiple responsibilities without allowing requests to remain unresolved. This is a blended front-desk and back-office support position. It is not a full medical billing or coding role. Key Responsibilities Prior Authorizations - Gather required patient, insurance, and clinical information for authorization requests. - Submit prior authorizations through payer portals, phone, fax, or other approved methods. - Track pending requests, follow up with insurance companies, and escalate delays or denials. Prescription Refill Coordination - Review refill requests received through calls, messages, and telephone encounters. - Confirm required information and route requests to the appropriate provider for approval. - Follow up on pending requests and communicate status updates to patients. Appointment Scheduling and Patient Calls - Schedule, reschedule, and confirm appointments for new and existing patients. - Answer and return calls related to appointments, refills, referrals, and authorizations. - Contact patients for follow-up, missing information, or appointment coordination. Message and Telephone Encounter Management - Review voicemail, AI-generated messages, and assigned telephone encounters in eClinicalWorks. - Respond to routine requests or route them to the appropriate clinic team member. - Monitor open messages to ensure they are completed, documented, or escalated promptly. Claims and Appeals Support - Review assigned returned, rejected, or pending claims. - Submit requested medical records, corrected information, or supporting documentation. - Assist with straightforward claim resubmissions, basic appeals, and payer follow-up. Documentation and Escalation - Document patient, provider, and insurance communication accurately in the appropriate system. - Maintain clear notes regarding completed tasks, pending actions, and follow-up dates. - Escalate urgent, clinical, or complex concerns to the provider or office manager. Team and Administrative Support - Work closely with the existing virtual assistant, providers, and onsite clinic staff. - Provide updates on assigned, pending, and completed responsibilities. - Support additional administrative tasks as clinic workflows and operational needs evolve. Required Qualifications - At least one year of experience as a Medical Virtual Assistant, Medical Administrative Assistant, Patient Coordinator, or similar healthcare support professional. - Experience working with a U.S.-based medical practice. - Experience processing or supporting prior authorizations. - Experience coordinating prescription refill requests. - Experience scheduling patients and handling inbound and outbound calls. - Familiarity with electronic health records and telephone encounters. - Strong written and verbal English communication skills. - Ability to document information clearly and accurately. - Strong organizational and time-management skills. - Ability to manage multiple queues, messages, and follow-up tasks. - Ability to recognize when a concern should be escalated. - High level of professionalism, confidentiality, and attention to detai