Pediatrics Admin & Front Office Support

Pediatrics Admin & Front Office Support
Remote | Pediatrics | Part-Time, 30 hours/week initially | $5-$6/hour
Target Start Date: September 14, 2026
Future Schedule: Expected to increase to approximately 40 hours/week as the practice opens and patient volume grows
About the Role

We are looking for a highly organized, proactive, and adaptable Virtual Medical Assistant to support a growing pediatric practice during its pre-opening and early growth stages.

This is not a traditional, narrowly defined Medical VA position. During the startup phase, you will work closely with the physician as an administrative and personal assistant , helping coordinate meetings, calendars, vendors, projects, communications, and clinic setup activities.

As the practice begins seeing patients, your responsibilities will gradually transition toward front-office and medical administrative support , including scheduling, patient intake, insurance verification, and patient communication.

The ideal candidate is comfortable working in a growing environment where priorities can change, takes ownership without needing constant reminders, and can independently identify what needs to be done next.
Key Responsibilities
1. Executive, Administrative & Calendar Support

-
Manage and organize the physician's calendars, ensuring meetings, deadlines, agendas, links, documents, and preparation materials are consolidated in one place.

-
Attend administrative and vendor meetings as needed, take clear notes, document action items, and help ensure important follow-ups are completed.

-
Serve as a proactive accountability partner by tracking deadlines, projects, tasks, and outstanding items without requiring constant reminders.

2. Front Office & Patient Communication

-
Manage incoming patient calls, emails, texts, voicemails, and initial inquiries professionally once the clinic begins accepting patients.

-
Assist prospective and existing families with scheduling, follow-ups, basic questions, and other front-office communication needs.

-
Provide a warm, professional first point of contact that reflects the patient-centered experience expected from a pediatric practice.

3. Patient Scheduling, Intake & Registration

-
Coordinate end-to-end patient scheduling, including new patient appointments, follow-ups, rescheduling, and appointment-related communication.

-
Support patient intake and check-in by ensuring required demographic, administrative, and insurance information is collected accurately.

-
Maintain organized patient information and appointment records within eClinicalWorks (eCW) while following established clinic workflows.

4. Insurance Verification & Administrative Support

-
Verify commercial insurance coverage and determine whether patient insurance plans are active, pending, or require additional follow-up.

-
Complete insurance eligibility and benefit verification before appointments and document findings accurately for the practice.

-
Assist with insurance-related administrative tasks and potentially prior authorizations as clinic processes expand.

5. Vendor, Research & Project Coordination

-
Research vendors, clinic equipment, software, and other operational needs and compare available options based on cost, features, and suitability.

-
Organize research findings, pricing comparisons, project updates, and recommendations using spreadsheets and other tracking tools.

-
Follow up with vendors and internal stakeholders to keep clinic setup projects progressing according to established timelines.

6. Process Documentation & SOP Development

-
Document recurring workflows and administrative processes as the clinic develops its operating procedures.

-
Create clear step-by-step SOPs for tasks such as scheduling, patient communication, insurance verification, and other recurring activities.

-
Continuously identify opportunities to organize, standardize, and improve workflows as the practice grows.

Must-Have Qualif