Senior Medical Virtual Assistant

Role Overview

• 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
• Learning & Development: Continuous growth resources
• Global Networking: Work with international teams
• Health Coverage (Philippines only): HMO after 3 months (full-time)