Registered Nurse (RN) / Medical Virtual Assistant – Family & Internal Medicine

About the Client

Our client is a U.S.-based, physician-led medical practice focused on personalized primary care, wellness, functional and integrative medicine, and longevity.

The practice is looking for an experienced Registered Nurse (RN) or Medical Virtual Assistant with a strong clinical background to support day-to-day clinical and administrative workflows while providing a professional and positive patient experience.

USRNs and PHRNs with hands-on Family Medicine or Internal Medicine experience will be prioritized. Strong Medical Assistants or Medical Virtual Assistants with substantial experience supporting these specialties may also be considered.

The practice is currently in its early stages, so patient volume is expected to be relatively low initially, with the opportunity for the role to grow as the practice expands.

Responsibilities

EMR & Clinical Support — Primary Focus

• Manage assigned clinical and administrative tasks within Ultralight EMR, with patient-related EMR tasks expected to be completed within 24 hours.
• Support clinical workflows including referrals, screening and imaging orders, specialty test orders, medical records requests, and patient documentation.
• Ensure required consent forms and intake documentation are completed and uploaded before patient visits.
• Upload test reports and other documentation to patient charts and coordinate with vendors or outside practices as needed.
• Triage patient requests and concerns according to established workflows and escalate appropriately when needed.
• Learn and use the practice's additional healthcare platforms and tools.

Prescription Refills & Prior Authorizations

• Support prescription refill and prior authorization workflows.
• Coordinate with pharmacies regarding prescriptions and medication-related updates.
• Follow up on pending requests and provide patients with timely status updates.

Patient Communication & Administrative Support

• Communicate professionally with patients through EMR messaging, phone calls, text, and email.
• Handle patient inquiries, follow-ups, and appointment scheduling/rescheduling.
• Assist with support inbox management and email triage.
• Communicate with pharmacies, vendors, and other medical practices as needed.
• Complete assigned administrative tasks within agreed-upon timelines.

Additional Support as Needed

• Conduct healthcare-related research, particularly around wellness, functional medicine, and integrative medicine.
• Assist with basic social media posting and caption creation.
• Provide other general administrative support as the practice grows.

Requirements

• USRN or PHRN strongly preferred and will be prioritized.
• Strong Medical Assistants or Medical Virtual Assistants may also be considered if they have substantial relevant clinical experience.
• Hands-on Family Medicine and/or Internal Medicine experience is required.
• Previous experience working in a medical or clinical practice.
• Strong experience with EMR/EHR systems and clinical workflows.
• Experience or familiarity with prescription refills, prior authorizations, referrals, medical records, and patient communication.
• Strong written and verbal English communication skills.
• Professional and confident when communicating with patients by phone, email, text, and EMR messaging.
• Good judgment and ability to recognize when a patient concern or request should be escalated to the appropriate clinical team member.
• Comfortable learning new healthcare technology and practice-specific workflows.
• Reliable, punctual, organized, and able to meet deadlines.
• Proactive and transparent communicator who is comfortable asking questions and seeking clarification when needed.
• Able to provide consistent, long-term commitment during the scheduled Pacific Time hours.

Preferred Qualifications

• Previous experience with Ultralight EMR.
• Experience in primary care, functional medicine, integrative medicine, wellness, or longevity.
• Hands-on experience with prior authorizations, prescription refills, pharmacy coordination, referral orders, and medical records requests.
• Experience supporting physicians or other medical professionals.

Training & Support

The client will provide orientation, training materials, FAQ resources, and guidance on practice-specific systems and workflows. While relevant clinical experience is important, you should also be comfortable asking questions, seeking clarification, and learning the practice's processes.

What Success Looks Like

• Complete assigned patient-related EMR tasks within 24 hours.
• Accurately manage assigned clinical workflows and follow-ups.
• Provide timely and professional updates to patients.
• Handle prescription refill and prior authorization support accurately.
• Understand your role and boundaries and escalate clinical concerns appropriately.
• Communicate proactively, transparently, and professionally.
• Ask questions when clarification is needed rather than making assumptions.
• Maintain reliable attendance and availability during scheduled hours.

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

• Reliable laptop or desktop computer.
• Stable high-speed internet connection (minimum 25 Mbps).
• Noise-canceling headset.
• Working webcam for virtual meetings.
• 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.