The Medical Virtual Assistant manages the end-to-end lifecycle of medical records—from initial request through final delivery—ensuring accuracy, compliance, and timely processing across all documentation touchpoints.
Medical Records Coordination & Management — 30%
Request, track, and organize medical records from providers and facilities
Initiate requests and manage systematic follow-ups to ensure timely receipt
Communicate with provider offices to resolve delays or discrepancies
Coordinate ROI processes and ensure authorization requirements are met
Maintain real-time tracking of outstanding requests and statuses
Navigate provider-specific compliance protocols and requirements
Build professional relationships with provider offices
Document Monitoring, Capture & Routing — 25%
Monitor email inboxes, fax dashboards, provider portals, and secure websites
Download and log incoming records promptly across all channels
Apply correct file naming, categorization, and storage standards
Upload documents into appropriate sections of internal systems
Route documents to correct teams or case files without delay
Maintain uninterrupted monitoring cadence to prevent missed items
Quality Review & Verification — 20%
Review records for accuracy, completeness, and organization
Validate documentation against original requests and requirements
Serve as final quality checkpoint prior to delivery
Identify and flag errors, omissions, or inconsistencies
Ensure sensitive information is handled securely and appropriately
Conduct periodic quality audits on workflows
Data Entry & System Management — 15%
Enter and catalog records securely in internal databases
Maintain structured trackers with channels, timestamps, and statuses
Update completion dates and delivery confirmations
Keep digital filing systems clean and retrieval-ready
Generate reports on turnaround time and completion rates
Internal Communication & Escalation — 10%
Communicate status updates and blockers to internal teams
Escalate unresponsive providers or quality issues appropriately
Document issues and resolutions clearly within systems
Prepare concise summaries and status reports for stakeholders
Coordinate across teams to maintain workflow continuity
Requirements
1
2+ years managing or processing medical records or healthcare documentation
Strong understanding of medical terminology and clinical formats
HIPAA compliance experience and secure data handling
Familiarity with provider systems and healthcare workflows
Proficiency navigating portals, PDFs, secure sites, and fax dashboards
Strong document management and file organization skills
Google Sheets / Excel for tracking and reporting
Ability to manage multiple digital channels simultaneously
Exceptional attention to detail and QA discipline
Proven accuracy in repetitive, high-volume workflows
Process-driven execution with strict SOP adherence
Clear written and verbal English for provider and internal coordination
Professional, diplomatic issue resolution and escalation
Dependable, proactive, and ownership-driven
Comfortable working independently in remote settings
Reliable PST/EST working-hour overlap
Benefits
Competitive Salary: Based on experience and skills
Remote Work: Fully remote — work from anywhere
Generous PTO: In accordance with company policy
Direct Mentorship: Access to global industry leaders