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Job Title: Medical Virtual Assistant – Patient Scheduling & Billing Support
Position type: Part-time | 20 hours per week
Location: Remote – Philippines
Pay Rate: $5–$6 USD/hour
Work Schedule: Part-time | 20 hours per week (4 hours per day)
Time Zone: Pacific Time (PT)
Monday & Friday: 9:00 AM–1:00 PM PT
Tuesday–Thursday: 12:00 PM–4:00 PM or 1:00 PM–5:00 PM PT (depending on the agreed schedule)
Weekends: Off
About the Client and Role
Our client is a healthcare practice based in Washington, USA, focused on chiropractic care, rehabilitation, and patient wellness. In this role, you'll help keep patient appointments organized, monitor billing-related follow-ups, communicate with patients, and assist with general administrative tasks.
Key Responsibilities
Medical Billing Coordination & Tracking (Primary Focus)
Monitor patient balances and outstanding accounts on a weekly or monthly basis.
Track accounts receivable and follow up on unresolved billing concerns.
Coordinate with external billing companies to help keep billing-related tasks on track.
Flag outstanding issues that need attention.
Note: You will coordinate and track billing concerns, not process medical claims.
Patient Scheduling & Phone Support
Answer incoming patient calls and assist with appointment inquiries.
Schedule appointments and manage callbacks using Jane EHR.
Communicate professionally and empathetically with patients.
Handle approximately 5–10 inbound and 15–20 outbound calls per week, with potentially more outbound calls initially.
Patient Follow-Ups & Retention
Follow up with existing patients regarding appointments and ongoing care.
Encourage patients to schedule their next visit.
Maintain organized patient follow-up lists and records.
Additional Administrative Responsibilities
Contact interested patients from Facebook ads using a provided script and help schedule neuropathy program consultations.
Prepare and send monthly newsletters through Mailchimp using provided content.
Organize patient records, maintain trackers, and assist with other administrative tasks as needed.
Requirements
Previous experience as a Medical Virtual Assistant, Medical Receptionist, Healthcare Administrative Assistant, or Patient Coordinator.
Experience with patient scheduling, inbound/outbound calls, or patient follow-ups.
Basic understanding of medical billing terminology, patient balances, and accounts receivable.
Strong English communication skills, particularly when speaking with patients over the phone.
Comfortable using EHR/EMR systems or similar healthcare software.
Organized, detail-oriented, and able to manage multiple tasks and follow-ups.
Proactive, dependable, and comfortable working independently.
Willing and able to work the required 20-hour weekly schedule without overlapping commitments to other clients.
HIPAA-trained and knowledgeable about patient confidentiality.
Nice to Have
Familiarity with billing coordination or tracking outstanding patient balances.
Experience with Jane EHR or similar systems.
Familiarity with Mailchimp or newsletter management.
Experience supporting chiropractic, rehabilitation, or other healthcare practices.
Basic Requirements
Must speak and write English clearly and professionally.
Must have relevant work experience.
Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
Must be available to attend video meetings with camera on when required.
Technical Requirements
Computer: Reliable laptop or desktop computer.
Internet: Stable high-speed internet connection (minimum 25 Mbps).
Audio: Noise-canceling headset.
Video: Working webcam for virtual meetings.
Workspace: Quiet and professional work 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.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
