Medical Virtual Assistant

Role Overview

This fully remote position involves serving as a Medical Virtual Assistant to support a multi-provider outpatient physical therapy practice. The role addresses consistent challenges in phone coverage, insurance processing, and patient appointment management. It demands high accountability and proactive ownership, including managing insurance authorizations end-to-end, maintaining a robust patient schedule through outreach efforts, and ensuring dependable inbound and outbound phone service. Ideal candidates are self-starters confident in high-volume phone interactions with insurers and medical offices, motivated by ownership rather than simple task execution.

About the Practice

The outpatient physical therapy and balance clinic prioritizes clinical excellence, trust, and patient-centered care. Committed to individualized services, the practice aims to resolve inconsistent front desk performance and improve patient communication to reduce missed calls and delays. They seek a dependable team member rather than a temporary vendor.

Key Responsibilities

• Submit insurance authorizations immediately after patient evaluations and monitor pending approvals daily.
• Perform insurance benefit verification including deductible, coinsurance, copay, and visit limits prior to new patient evaluations.
• Determine authorization requirements and document findings in the electronic medical records (EMR).
• Maintain accurate insurance data in patient files and promptly inform the clinic of any authorization issues.
• Review daily active patient reports, identify patients who are behind on their care plans, and proactively contact them via calls and texts until resolved.
• Confirm appointments, manage scheduling calendars, and fill cancellations or same-day openings to maximize provider efficiency.
• Make daily outgoing calls to patients concerning additional appointments, cancellations, no-shows, waitlists, and reactivations.
• Follow up on referrals, insurance updates, and post-session patient scheduling.
• Answer inbound patient calls, handle inquiries by phone and email, and engage in personalized patient communications.
• Coordinate scheduling with clinical staff while safeguarding patient privacy and confidentiality.
• Maintain electronic medical records, handle document preparation, email correspondence, data entry, and create basic reports.
• Manage the appointment waitlist and gather patient feedback.
• Use EMR software, insurance verification portals, and standard communication tools such as email effectively.

Required Qualifications

• Extensive experience with insurance verification and prior authorizations in healthcare settings.
• Professional and confident phone communication skills with patients, insurance providers, and physician offices.
• Able to comfortably manage a large volume of outbound calls daily.
• Highly detail-oriented, organized, and able to juggle multiple priorities efficiently.
• Self-motivated with a proven ability to independently see tasks through to completion without reminders.
• Familiarity with EMR systems and aptitude for quickly learning new software tools.

Non-Negotiables

• Strong follow-through ensuring tasks are completed and tracked thoroughly.
• Excellent communication and customer service skills across patients, insurers, and medical offices.
• Exceptional organizational skills to prevent any task from being overlooked.

Benefits

• Competitive compensation aligned with experience.
• Opportunities for career development and growth.
• Engagement within a dynamic, supportive team environment.
• Chance to contribute meaningfully by strengthening families worldwide.