Virtual Medical Front Desk

2 days ago

South Africa Philippines Assist World Full time $6,000 - $8,400 per year
Role Overview Join a busy, growing family practice and med spa as the first point of contact for patients. You'll handle high-volume phones, schedule medical and aesthetic appointments, support referrals and prior authorizations (PAs), and complete light back-office admin. We're looking for someone warm, professional, and organized—Southern-style hospitality, crystal-clear English, and strong medical admin fundamentals.
Core Responsibilities ● Inbound/Outbound Phones (VoIP/OpenPhone): Answer promptly, triage questions, route messages, place reminder and follow-up calls, and text as needed. ● Scheduling: Book primary-care and med-spa appointments in the correct templates/time blocks; reschedule/cancel per policy; confirm pre-visit requirements. ● Referrals & Prior Authorizations: Prepare and submit referrals; initiate and track PAs (e.g., imaging such as C-spine MRI); follow up with payers and specialists until approved; document outcomes. ● Patient Intake/Admin: Collect/verify demographics and insurance details; update charts; send/receive forms; maintain accurate logs and spreadsheets. ● Coordination with Clinical Team: Relay time-sensitive messages to nurse/provider; close the loop on patient requests; keep the front/back aligned. ● Med Spa Support: Book consults/treatments into appropriate time slots; provide basic service info and route clinical questions to the team. ● Documentation & SOPs: Follow HIPAA-safe workflows; keep trackers current; suggest improvements to scripts, checklists, and SOPs.
Front desk
• Check insurance eligibility. Would need access to optimantra, novitasphere, and availity
• Medical records
• Go through notifications and send lab tasks to provider to result
• Answer phone (we use Spruce) schedule appointments (our EMR is Optimantra)
• Go through faxes, assign to correct patient chart
• Call offices where referrals have been sent and see if referrals were received

Must-Haves
  • 3–4+ years in a healthcare front desk/medical admin or similar patient-facing role.
  • Clear, easy-to-understand English on the phone (patients in the U.S. South).
  • Working knowledge of referrals and prior authorizations (terminology, payer portals, status follow-up).
  • Solid scheduling skills in an EHR/EMR (any system) and Google/Outlook calendars.
  • Phone etiquette, de-escalation, and customer-service polish (warm, patient, solution-oriented).
  • Detail accuracy with names/DOB/insurance; fast typing and thorough notes.
  • Comfortable with VoIP tools (e.g., OpenPhone) and basic office apps (Docs/Sheets or Word/Excel).
  • HIPAA awareness and strict confidentiality.
Nice-to-Haves
  • Experience in primary care and/or aesthetics/med spascheduling.
  • Familiarity with insurance verification basics, payer portals, and common imaging/lab workflows.
  • Light familiarity with CPT/ICD terms (for context when communicating with payers/specialists).
Success Metrics (what "great" looks like)
  •  Calls answered within target (e.g., ≤3 rings) and low abandonment.
  • Same-day completion of voicemails/callbacks and patient messages.
  • Accurate scheduling with minimal rework and correct visit types/time blocks.
  • On-time referral/PA submissions and proactive status updates until approval.
  • Clean documentation and zero HIPAA issues.
$500 - $700 a month Hours: 20 hrs/week, Mon–Fri, 8:00 a.m.–12:00 p.m. CST (four hours daily). Why Join Assist World?
100% REMOTE $50 birthday bonus $200 testimonial bonus $300 tenure bonus every 6 months $500 entry monthly raffle NO TRACKER. NO PROBLEM We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.

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