Medical Virtual Assistant — Lab Results & Patient Coordination

About the Client & Role

Our client is a well-established primary care medical practice with three locations on Long Island, New York. The practice has 10 providers, approximately 40 staff members, and serves a high patient volume across its locations.

They are seeking a highly capable Medical Virtual Assistant — Lab Results & Patient Coordination to support lab and imaging results follow-up, EHR documentation, patient communication, scheduling, and clinical administrative coordination.

This role is ideal for someone with a strong Medical Assistant background, clinical understanding, excellent communication skills, and confidence speaking directly with patients. The VA will communicate provider-reviewed lab or imaging results and instructions to patients, coordinate follow-up appointments, assist with testing or referral instructions, and document all patient interactions in the EHR.

This is not a clinical interpretation role. Providers will review results and document clinical direction in the patient chart. The VA must be able to understand the provider’s documented instructions, communicate them accurately to patients, and recognize when a patient needs an appointment or direct provider follow-up.

Scope of Work / Responsibilities

Lab & Imaging Results Follow-Up

• Review provider-documented instructions related to lab and imaging results.
• Contact patients to communicate provider-reviewed results and instructions clearly and professionally.
• Help patients understand next administrative steps based on the provider’s documented direction.
• Recognize when the patient should be scheduled for an appointment or directed back to the provider.
• Avoid independently diagnosing, interpreting results, recommending treatment, or giving medical advice.

Patient Communication & Scheduling

• Speak directly with patients regarding provider instructions, follow-up needs, testing, referrals, and appointment coordination.
• Communicate clearly and patiently, especially with elderly patients.
• Schedule follow-up appointments when requested by the provider.
• Assist with coordinating additional testing, referrals, repeat labs, imaging, or other follow-up needs based on provider direction.
• Maintain professional, calm, and accurate communication by phone.

EHR Documentation & Clinical Administrative Support

• Document patient interactions accurately in AdvancedMD.
• Update patient charts with communication notes, scheduling updates, follow-up actions, and related administrative details.
• Ensure documentation is clear, complete, and aligned with the provider’s instructions.
• Maintain confidentiality and follow healthcare documentation standards.
• Support clinical administrative workflows as assigned.

Escalation & Provider Coordination

• Identify when patient questions or concerns require provider review.
• Escalate clinical questions, unclear instructions, patient concerns, or situations outside administrative scope.
• Coordinate with providers and internal team members to ensure patient follow-up is completed properly.
• Support a smooth workflow between provider review, patient communication, scheduling, and documentation.

Tools You’ll Use

• AdvancedMD
• Ooma phone system
• Email and phone communication tools
• EHR documentation workflows
• Internal practice communication systems

Requirements

Experience Requirements

• Medical Assistant Experience Required | Primary Care Experience A Plus: Medical Assistant Experience is Required. Candidates must have strong Medical Assistant experience or similar clinical administrative experience in a medical practice setting. Primary Care experience is only a plus.
• Lab or Imaging Results Follow-Up Experience: Required. Candidates must be comfortable communicating provider-reviewed lab or imaging results and instructions to patients, without independently interpreting clinical results or providing medical advice.
• Patient Communication Experience: Required. Candidates must be confident speaking directly with patients by phone and able to communicate clearly, patiently, and professionally.
• EHR Documentation Experience: Required. Candidates must be comfortable documenting patient interactions, follow-up actions, and provider instructions accurately in an EHR.
• AdvancedMD Experience: Preferred but not required. Experience with AdvancedMD is highly valuable, but candidates with strong EHR/EMR experience may also be considered.
• Scheduling & Patient Coordination Experience: Required. Candidates must be comfortable scheduling follow-up appointments, coordinating testing or referral instructions, and tracking patient follow-up needs.
• Spanish-English Bilingual Communication: Preferred but not required. Spanish-English bilingual ability is a plus, but not required.

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.