Medical Virtual Assistant

MOVE Your Business is proud to represent our client, a board-certified Orthopaedic Foot and Ankle Surgeon with private practice locations in Miami, Florida. She is expanding into cash-pay wellness services, offering medical weight-loss programs, hormone replacement therapy (HRT), and peptide therapy.To support this expansion, we are seeking a bilingual Virtual Medical Assistant (English and Spanish) who will manage patient onboarding, scheduling, digital documentation, billing coordination, and follow-up communication. This role is critical in creating a seamless, compassionate, and organized patient experience from initial inquiry through treatment while allowing our client to focus on medical decision-making and personalized care.Benefits: Competitive salaryStrong support systemHealth benefit ($30/month)Training materials for upskilling providedPaid holiday leaves (depending on the holidays that the client observes)Paid sick leaves (sick leave convertible to cash if perfect attendance)Paid planned leaves Key Responsibilities: Patient Intake & OnboardingManage new patient onboarding for hormone, peptide, and weight-loss programs.Send and track completion of digital forms, medical questionnaires, and consent documents.Collect demographic and preliminary health information to create or update patient profiles.Upload lab work, imaging, and required documentation (Pap smear, mammogram, etc.) into the electronic health record (EHR) system. Scheduling & CoordinationSchedule virtual consultations and follow-ups based on provided time windows.Coordinate telehealth (Zoom) appointments and ensure patients are reminded and prepared.Maintain a centralized tracker for recurring visits and annual lab work. Billing & Payment CoordinationSend secure payment links to patients upon commitment to treatment.Coordinate with the office manager to ensure payment alignment with approved systems (e.g., Square, Greenwise, or integrated platforms).Track received payments, reconcile records, and flag pending transactions. Digital Record ManagementMaintain accurate and organized digital patient files within AdvancedMD and Intergy EHR platforms.Ensure all labs, forms, and signed documents are uploaded and categorized correctly.Update patient trackers (Google Sheets / Excel) to monitor treatment progress, lab schedules, and follow-up milestones. Patient Follow-Up & ExperienceConduct check-ins via text, phone, or email to confirm medication receipt and treatment satisfaction.Send lab orders and reminders for follow-up appointments.Maintain a compassionate, professional bedside manner consistent with our clients brand of care. Administrative SupportAttend weekly alignment calls with the doctor and the team.Assist with digital filing, correspondence, and office coordination as needed.Support the early development of marketing collateral (brochures, digital flyers, basic email templates) once operations stabilize. Ad Hoc TasksAssist with special projects assigned by the physician or office manager.Help optimize workflow and patient processes as the clinic grows (e.g., improving trackers, updating SOPs).Provide general administrative support as needed, including research tasks, vendor coordination, and occasional follow-ups outside standard workflows. Requirements 2+ years of experience in a medical, wellness, or telehealth setting.Bilingual (English + Spanish) fluent in speaking, reading, and writing both languages.Strong organizational and data management skills with extreme attention to detail.Proficiency with EHR systems (AdvancedMD, Intergy, or similar) and cloud-based tools (Google Workspace, Excel).Experience handling confidential patient information (HIPAA compliance required).Excellent written and verbal communication skills; able to convey warmth and professionalism with every patient.Ability to handle repetitive or complex patient requests with patience, empathy, and professionalism.Two professional references and a valid criminal background check issued within the last 60 days are required for all successful applicants.Completion of intake paperwork, including submission of a valid tax identification number (e.g., Social Security Number, Social Insurance Number, or the country's equivalent), is required before onboarding. Preferred Qualifications Experience supporting cash-pay or concierge medicine programs (e.g., hormone therapy, peptides, aesthetics, or wellness clinics).Prior use of telehealth scheduling systems or digital patient intake workflows.Knowledge of or willingness to learn secure payment systems (Square, Stripe, etc.).Comfortable working independently and proactively identifying process improvements Working Hours:Part Time (20 hours per week)Monday through Friday 8 a.m to 12 p.m or 1 p.m - 5 p.m Pacific Time Pay: $375 per month + $30 Allowance per month About Us:MOVE Your Business is an outsourcing company based in Southern California, dedicated to empowering both businesses and professionals. We connect growing companies with skilled virtual talent while creating meaningful, long-term opportunities for our team members. As a fast-growing player in the outsourcing space, were committed to building partnerships that drive success and to fostering a supportive, inclusive environment where our people can thrive and grow with us.