Medical Virtual Assistant

3 days ago

Manila, National Capital Region, Philippines Virtual Rockstar Full time

This is a remote position.

Virtual Rockstar is seeking a highly organized, detail-oriented, and proactive Medical Virtual Assistant (VA) who can serve as the right hand to a busy solo therapist. You'll be responsible for ensuring day-to-day operations run smoothly, patients feel supported, and nothing falls through the cracks—especially while the therapist is in the field providing care.

About Our Client

Our client is a compassionate, solo-practitioner-led mobile outpatient occupational therapy practice serving older adults in the comfort of their homes across New Hampshire. With a focus on fall prevention, aging in place, and personalized, high-quality therapy services, this practice empowers older adults to live independently and safely.

Their mission centers around enhancing the quality of life, dignity, and independence of each patient, combining skilled care with a human touch.

Why Join This Team

You won't be just a back-office assistant—you'll be a vital member of a mission-driven practice making a real difference in the lives of older adults. You'll have the opportunity to grow with a passionate clinician who values your input, trusts your judgment, and is excited to welcome you as part of her extended care team.

Tools and Platforms You'll Use

  • EMR: HelloNote

  • CRM/Automation: Go High Level

  • Insurance Platforms: Inovalon, Availity

  • Design and Social Media: Canva

  • Productivity and Communication: Google Workspace (Gmail, Sheets, Docs, Calendar, Google Chat), iPhone texting

  • Meetings: Google Meet or other virtual platforms

Responsibilities

Insurance and Billing

  • Verify patient insurance coverage and benefits

  • Submit insurance claims (Medicare Part B and private pay)

  • Obtain pre-authorizations as needed

  • Follow up on unpaid claims, denials, and discrepancies

  • Post payments and maintain accurate billing records

  • Liaise with insurance companies for clarifications and issue resolution

  • Download ERAs using Availity and Inovalon

Administrative and Client Coordination

  • Schedule and confirm appointments

  • Respond to phone/email inquiries from patients or referring providers

  • Organize and update patient information in HelloNote EMR

  • Follow up on signed physician referrals

  • Maintain appointment calendars and waitlists

  • Send appointment reminders and intake paperwork

  • Track tasks using Google Sheets

  • Maintain patient confidentiality and compliance with HIPAA

Client Communication

  • Coordinate telehealth appointments

  • Return client calls and emails professionally and promptly

  • Provide support with FAQs and rescheduling

  • Send home exercise programs or resources to patients

Marketing Support

  • Create and schedule social media content using Canva

  • Draft and manage basic marketing posts and communication

  • Help build visibility for the practice's mission and services

Requirements

  • Experience working with U.S. healthcare providers (preferred)

  • Background in occupational therapy, PT/OT/SLP practices, or geriatrics is a plus

  • Excellent spoken and written English

  • Proactive, tech-savvy, and a fast learner

  • Trustworthy, highly organized, and able to work independently

  • Comfortable handling sensitive patient information (HIPAA understanding preferred)

Work Expectations

  • Daily check-ins via Google Chat or email to align on priorities

  • Weekly planning calls with the provider for updates and feedback

  • Ability to problem-solve independently and manage multiple tasks

  • Strong communication and accountability mindset

Benefits

  • Competitive salary commensurate with experience.

  • Opportunities for professional development and growth.

  • Work in a dynamic and supportive team environment.

  • Make a meaningful impact by helping to build and strengthen families in the Philippines.

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