Medical Virtual Assistant

Role Overview

• Answer inbound phone calls from patients and respond to general inquiries.
• Serve as the first line of support for incoming calls, ensuring calls are not missed while in-clinic staff assist patients.
• Provide a professional, friendly, and helpful experience for patients over the phone.
• Handle cosmetic inquiry calls and gather initial patient information when needed.
• Verify patient insurance coverage prior to appointments.
• Check deductibles, benefits, and patient financial responsibility accurately.
• Clearly communicate deductibles, deposits, and expected patient payments before visits.
• Process or assist with prior authorizations by accessing insurance portals and retrieving authorization details.
• Create patient charts in the EasyDerm EHR system before appointments.
• Enter and organize patient information including demographics and insurance details.
• Ensure accuracy of all patient data to avoid billing issues.
• Collect deposit or credit card information when required to secure appointments.
• Coordinate with clinic staff by transferring calls or relaying important patient information.

Requirements

• Strong customer service skills and professionalism when speaking with patients
• Excellent English communication skills with clear speech and minimal accent
• Experience in healthcare administration or medical virtual assistance
• Knowledge of insurance verification, deductibles, and patient financial responsibility
• Strong attention to detail, especially when handling patient records and insurance information
• Confidence explaining deductibles, deposits, and payment expectations to patients
• Ability to multitask and manage high call volumes during busy clinic hours
• Strong organizational skills and reliability
• Professional demeanor that represents the clinic positively
• Spanish-speaking ability (preferred, but not required)
• Experience working with EHR systems and insurance portals (preferred, but not required)

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.