Neurology Medical Virtual Assistant – Patient Care Coordination & Prior Authorization

This role is primarily focused on keeping patients, charts, test results, and follow-up items organized throughout the care journey. You will help prepare charts before visits, coordinate testing and results, communicate with patients after visits, and track patients through a structured four-visit yearly program.

This is a care coordination and administrative support role. The VA will coordinate and track patient care and results but will not perform clinical review, triage, or interpretation. An RN license is not required.

Top 3 Focus Areas

1. PRIMARY – Patient Care Coordination & Continuity
Pre-charting, post-visit communication, coordinating testing and results, and ensuring patient charts are complete before appointments.

2. MRI Prior Authorizations
Supporting prior authorization workflows for MRIs. Previous MRI/imaging PA experience is highly preferred.

3. Patient Tracking & Reminders
Tracking each patient's progress through the four-visit yearly program and ensuring timely reminders, check-ins, and follow-ups.

Key Responsibilities

1. Primary: Patient Care Coordination & Continuity

• Pre-chart and prepare patient charts before appointments.
• Support approximately 3 patients per day, up to 12–15 patients per week.
• Ensure required test results, labs, imaging, and other relevant information are received and added to patient charts before visits.
• Coordinate testing across multiple platforms, including cognitive testing, imaging, and laboratory work.
• Handle post-visit patient communication and follow-ups.
• Track outstanding patient-related tasks and ensure appropriate follow-up.
• Prepare charts for physician review; the physician will review, complete, and sign the note.
• Coordinate and track care and results without performing clinical review, triage, or interpretation.

2. MRI Prior Authorizations

• Support prior authorization requests for MRIs and diagnostic imaging.
• Track authorization status and outstanding requirements.
• Follow the client's established PA workflow.
• Experience with MRI/imaging prior authorizations is highly preferred.
• Experience with eviCore is a plus, but not required.
• Training and video tutorials will be provided on the client's PA workflow and platforms.

3. Patient Tracking & Reminders

• Track patients throughout the practice's four-visit yearly program.
• Monitor each patient's progress within the program.
• Send timely reminders, check-ins, and follow-up communications.
• Maintain accurate spreadsheets and data trackers for patient progress and outstanding items.

Secondary / Administrative Support

• Generate superbills for cash-pay patients using the client's established template and workflow; advanced billing/coding knowledge is not required.
• Manage and update spreadsheets and data trackers.
• Assist with calendar and schedule management.
• Support email and inbox management.
• Assist with social media posting and follower engagement.
• Provide general executive assistant and administrative support as needed.

Clinical and patient-related responsibilities take priority over secondary administrative tasks.

Requirements

• Experience working with an EHR/EMR system.
• Strong organizational and follow-up skills.
• Excellent attention to detail, particularly when handling patient charts, results, authorizations, and outstanding tasks.
• Comfortable coordinating multiple patient workflows and testing platforms.
• Strong patient communication and administrative skills.
• HIPAA trained and certified.
• Reliable and consistent, with professional communication.
• Able to work independently and remain accountable in a remote environment.
• Proactive in tracking patient follow-ups, outstanding items, and deadlines.
• Able to communicate professionally and compassionately with patients.
• Able to build a trusted, professional, long-term working relationship.

Preferred Qualifications

• Charm/CharmHealth experience preferred; experience with similar EHR/EMR systems will also be considered.
• Previous MRI or diagnostic imaging prior authorization experience is highly preferred.
• Experience with eviCore is a plus, but not required.
• Previous experience with pre-charting, patient care coordination, test-result tracking, or post-visit follow-up.
• Experience supporting neurology or similar healthcare workflows.

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.