Medical Receptionist & Patient Scheduling Virtual Assistant

About the Role

We are seeking a reliable and compassionate Medical Receptionist & Patient Scheduling Virtual Assistant to support the daily operations of our healthcare practice. This role serves as the first point of contact for patients by answering incoming calls, coordinating appointments, processing prior authorizations, and providing administrative support.

The ideal candidate has excellent communication skills, thrives in a fast-paced medical environment, and is committed to delivering outstanding patient service while helping the practice operate efficiently.

Core Responsibilities

Patient Phone Support (Top Priority)

• Answer and manage incoming patient phone calls promptly and professionally.
• Handle a high volume of incoming calls while maintaining accuracy and professionalism.

Patient Scheduling & Coordination (Top Priority)

• Schedule, reschedule, and coordinate patient appointments.
• Assist with appointment changes and patient scheduling requests.

Prior Authorization Processing (Top Priority)

• Process and submit prior authorization requests.
• Track authorization status and communicate updates as needed.

Administrative Support

• Log all patient names throughout the day and submit the list to the client by the end of each workday.
• Assist with general administrative and office support tasks.

Software & Systems

• NextGen EHR
• Weave VOIP

Requirements

Experience Requirements

• Healthcare or medical office experience preferred
• Experience working with medical practice operations
• Ability to handle a high volume of incoming calls while multitasking efficiently
• Strong organizational skills and excellent attention to detail
• Professional, friendly, and compassionate phone demeanor
• Familiarity with HIPAA compliance and maintaining patient confidentiality
• Reliable, dependable, and proactive with minimal supervision
• Excellent communication skills and a patient-focused attitude
• Comfortable learning and using NextGen EHR and Weave VOIP systems if not already experienced

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.