Medical Virtual Assistant – Medical Receptionist, Clinical Support

Role Overview

• Manage patient communication, coordinating diagnostic documentation, and supporting clinical workflows through the clinic’s EHR system
• Filling Schedule Holes (Lead Conversion): Convert referrals and patient inquiries into scheduled appointments through outbound calls; Follow up with patients who were referred for consultations or procedures; Help maintain an efficient clinic schedule by filling open appointment slots
• Patient Call Handling: Manage high-volume inbound clinical support calls from patients; Assist patients with questions related to test results, medication updates, prescription concerns, appointment inquiries, and general medical concerns; Provide professional and empathetic communication, especially when assisting elderly patients; Document all patient interactions accurately in the patient chart within the EHR system
• Diagnostic Order Management: Coordinate diagnostic orders with hospitals, imaging centers, and diagnostic facilities; Retrieve necessary documentation from the patient chart; Fax or send documentation to medical facilities as requested
• Test Result Communication: Retrieve patient test results from the EHR system; Communicate results to patients when appropriate; Document that results were discussed with the patient
• Prescription and Medication Support: Review medication records when patients call regarding prescriptions; Confirm whether updated prescriptions were sent to pharmacies; Contact pharmacies when clarification is needed; Assist with canceling outdated prescriptions when necessary; Ensure pharmacies receive the correct medication orders
• Patient Symptom Call Handling: Speak with patients who call regarding symptoms or medical concerns; Determine whether the situation requires scheduling an appointment, sending a message to the provider, or escalating urgent concerns
• Missed Calls and Voicemail Follow-Up: Manage voicemail messages converted into text; Review voicemail transcription queues; Follow up by calling patients back or sending text responses through the system; Ensure all patient messages receive timely follow-up.

Requirements

• Experience working in a gastroenterology clinic or similar specialty practice
• Background in medical assisting, nursing, or clinical support
• Experience with patient scheduling or clinical call triage
• Proficiency in using iPhone, AllWorx, Modernizing Medicine GI, Clara AI, PanOptics and Microsoft Teams
• Atleast 1 year of experience working in healthcare administration, medical office support, or clinical call handling in a remote healthcare support role
• Strong familiarity with medical workflows and patient communication
• Experience using Electronic Health Record (EHR) systems
• Experience handling high call volumes and multitasking in a clinical environment
• Excellent phone communication skills with a clear and professional speaking voice
• Strong communication skills with consistent responsiveness
• Ability to communicate with empathy and professionalism
• Strong attention to detail when reviewing patient charts and documentation
• Ability to manage multiple tasks efficiently in a fast-paced clinical environment
• Strong organizational and problem-solving skills
• Ability to work independently with minimal supervision
• Ability to follow structured workflows and manage patient scheduling systems
• Comfortable learning and adapting to new tools and workflows
• Bilingual Spanish and English is a plus, but strong English communication is required
• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)
• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

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.