Medical Virtual Assistant (Healthcare / Sleep Clinic)

Work Arrangement: Fully Remote – CST working hours (9:00 AM – 5:00 PM CST)

About the Company: Our client is a growing organization operating within the healthcare and medical data space. They support a wide range of data-driven services, including medical records retrieval, digital documentation processing, and AI-enabled workflow enhancements. Their environment blends healthcare expertise with modern technology to streamline accuracy, quality, and efficiency in records-based operations.

Role Overview: The Medical Virtual Assistant ensures the timely capture, organization, and routing of all incoming medical records, invoices, and related documentation. Operating within a fast-paced healthcare environment, this role is responsible for monitoring multiple digital channels to prevent missed documents and maintaining meticulously structured tracking systems. This role is ideal for someone detail-oriented, reliable, and comfortable navigating multiple portals and document sources.

Your Impact

You will directly support operational continuity by ensuring that no incoming document is missed, delayed, or misrouted. Your work will safeguard downstream teams from processing gaps, prevent operational bottlenecks, and maintain service-level expectations with healthcare partners.

Core Responsibilities

• Inbound Monitoring & Capture: Monitor email inboxes, fax dashboards, provider portals, and secure websites throughout the workday. Download all incoming records, invoices, and documents promptly. Ensure correct file naming, logging, and storage.
• Tracking & Documentation Management: Update and manage structured tracking sheets documenting all channels and timestamps. Follow a consistent monitoring cadence to ensure full coverage across all accounts.
• Sorting & Document Routing: Categorize documents into primary types (invoices vs. medical records). Upload files into the correct sections of internal proprietary systems.
• Cross-Team Coordination: Communicate with internal teams regarding missing documents or unresponsive providers. Flag outdated or unusual provider websites requiring specialized handling.

Requirements (Must-Haves)

• Strong technical proficiency navigating portals, PDFs, secure websites, and fax dashboards.
• Excellent organizational skills with experience managing structured, repetitive workflows.
• High attention to detail with the ability to detect discrepancies or missing items.
• Consistent performance processing repetitive tasks at speed and accuracy.
• Clear written communication for updates, documentation, and escalations.
• Reliable, process-driven work style with strict adherence to SOPs.
• Nursing Background is required.

Nice-to-Haves (Preferred)

• Experience with medical records retrieval or document-processing platforms (e.g., Datavant, ChartSwap, MRO, CIOX/HealthPort, Verisma, Sharecare).
• Background in document-heavy roles such as document processor, ROI specialist, or medical records intake.
• Familiarity with provider-specific medical portals.

Tools Proficiency

• Email and communication tools, PDF tools and document download utilities.
• Secure provider portals, Fax dashboards and online fax systems.
• Internal proprietary platforms and Spreadsheet tools (Google Sheets, Excel).

Benefits

• Competitive Salary based on experience and skills
• Fully remote—work from anywhere
• Performance Bonus & Team Incentives
• Generous PTO in accordance with company policy
• Health Coverage for PH-based talents (HMO coverage after 3 months)
• Direct Mentorship & Learning & Development opportunities