Job Title: Medical Virtual Assistant – Primary Care & Patient Coordination
Position Type: Full-Time
Work Hours: 8:00 AM – 4:30 PM Eastern Time
Work Days: Monday – Friday
Salary: $5–$6 per hour, depending on experience
for Spanish-Bilingual: $6-$8/hr (depending on exp)
Workplace: Remote
Preferred Candidate Location: Philippines, Lat Am

About the Role

Our Client is looking for an experienced, dependable, and highly organized Medical Virtual Assistant to support a busy, established primary care practice serving a large population of returning patients.

The practice provides comprehensive primary care services through in-office consultations and telemedicine appointments, serving approximately 35 patients daily. You will work closely with the physician and in-office medical assistants to ensure smooth patient communication, accurate scheduling, and efficient administrative operations.

The idóneo candidate has previous experience in family medicine or primary care , excellent English communication skills, and a strong understanding of medical terminology, insurance verification, and prior authorizations.
They are especially interested in someone seeking a stable, long-term opportunity who can work independently, minimize the need for extensive training, and provide a consistently positive patient experience.

Key Responsibilities

1. Patient Communication & Phone Management (Top Priority)

- Answer and manage incoming patient calls during business hours.
- Handle patient inquiries professionally, courteously, and efficiently.
- Assist patients with appointment requests, general questions, and administrative concerns.
- Coordinate with the physician and in-office medical assistants when needed.
- Maintain clear and professional communication, particularly when assisting elderly patients.

2. Patient Scheduling & Tebra EHR Management (Top Priority)

- Schedule, confirm, reschedule, and manage patient appointments.
- Maintain accurate provider calendars using Tebra EHR.
- Coordinate in-office and telemedicine appointments.
- Update patient information and ensure accurate documentation within the EHR.
- Help maintain an organized scheduling workflow in a high-volume primary care environment.

3. Insurance Verification & Prior Authorizations (Top Priority)

- Verify patient insurance eligibility, benefits, and coverage.
- Process and follow up on prior authorization requests.
- Assist with Medicare Advantage plan documentation and administrative requirements.
- Upload insurance-related documents, patient information, and required records into appropriate systems.




- Coordinate with insurance providers to resolve eligibility and authorization concerns.

4. General Healthcare Administrative Support

- Provide day-to-day back-office administrative assistance.
- Organize, upload, and maintain accurate patient documentation.
- Assist with electronic records management and other computer-based tasks.
- Support communication between patients, the physician, and in-office staff.
- Ensure patient information is handled accurately and confidentially in accordance with HIPAA guidelines.

Note: Medical billing is handled by a separate billing specialist and is not part of this position's primary responsibilities.

Requirements

- Proven experience in healthcare administration, medical virtual assistance, or medical front desk operations.
- Strong preference for experience in family medicine, primary care, or internal medicine.
- Experience handling high-volume patient calls, appointment scheduling, and patient coordination.
- Practical experience with insurance eligibility verification and prior authorizations.
- Familiarity with Medicare Advantage plans, including insurance documentation and uploads.
- Working knowledge of medical terminology, common medications, and basic primary care workflows.
- Excellent spoken and written English communication skills, with clear, easily understandable pronunciation and a professional phone manner.
- Strong organizational skills, attention to detail, and ability to multitask in a busy medical environment.
- Ability to work independently with minimal supervision and training.
- Demonstrated reliability, professionalism, and commitment to long-term employment.
- Ability to communicate patiently and respectfully with elderly patients.
- Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding.
- Must be available for video meetings with the camera on when required.

Preferred Qualifications

- Nursing background or an active RN license (highly preferred but not required).
- Spanish-English bilingual proficiency is preferred but not required. Candidates who speak English fluently are encouraged to apply.
- Previous experience using Tebra EHR (formerly Kareo).
- Experience supporting a US-based primary care or family medicine practice.




- Experience with Medicare Advantage insurance uploads and administrative processes.
- Familiarity with common medications and clinical terminology, including hypertension medications, urinary tract infections, and routine primary care concerns.
- Bilingual communication skills (preferred but not required).
- Experience supporting physicians who provide both in-person and telemedicine consultations.

A medical degree or professional license is not mandatory. Candidates with substantial hands-on healthcare experience are encouraged to apply.

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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.

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