Healthcare Virtual Assistant – Front Desk, Scheduling, Insurance Support

Role Overview

• Answer incoming patient phone calls professionally and efficiently
• Manage patient callbacks and follow-up communications
• Respond to patient inquiries and administrative requests
• Provide excellent customer service and patient support through phone and electronic communication
• Handle patient concerns with professionalism and empathy
• Schedule, reschedule, and confirm patient appointments
• Manage no-show appointments and rescheduling efforts
• Support patient check-in and check-out workflows
• Maintain accurate scheduling records within NexTech EHR
• Verify patient insurance eligibility and benefits
• Submit and follow up on prior authorizations
• Coordinate with insurance companies regarding claims and authorizations
• Assist with medical billing tasks and claims follow-up
• Post patient payments accurately into the practice management system
• Maintain organized billing and account records
• Update and maintain accurate patient records in NexTech EHR
• Support front desk and administrative operations as needed
• Assist with documentation and workflow management
• Ensure HIPAA compliance and patient confidentiality at all times
• NexTech EHR (Primary System)
• Timely answering and management of incoming patient calls
• Accurate appointment scheduling and follow-up communications
• Efficient handling of callbacks and patient inquiries
• Accurate insurance verification and prior authorization processing
• Proper payment posting and billing support
• Consistent patient satisfaction and customer service standards
• Reliable attendance and responsiveness during work hours

Requirements

• Medical office, healthcare, nursing, or clinical experience required
• Experience with patient scheduling and front desk operations preferred
• Experience with insurance verification, prior authorizations, or billing support preferred
• Experience using NexTech EHR strongly preferred
• Previous virtual assistant experience is a plus

Required Skills

• Excellent phone etiquette and verbal communication skills
• Strong customer service and patient support skills
• Knowledge of insurance verification and patient eligibility processes
• Familiarity with medical billing and payment posting
• Ability to multitask and manage competing priorities
• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Ability to work independently while following established workflows
• Strong problem-solving and critical-thinking abilities
• Comfortable handling confidential patient information
• Ability to learn new systems and adapt quickly

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.