[Hiring] Healthcare Administrative Virtual Assistant @Winning Assistants

Role Description

Our client is a growing U.S.-based private home care provider dedicated to helping older adults and individuals with healthcare needs remain safe, comfortable, and independent in their own homes. They are looking for a proactive and highly organized Healthcare Administrative Virtual Assistant to become an integral member of their operations team. This role combines healthcare administration, compliance coordination, patient support, appointment scheduling, and customer service.

• Assist with daily healthcare administrative and operational tasks.
• Coordinate prior authorization documentation with physicians and healthcare providers.
• Manage 485 Certifications and Plan of Care (POC) renewals.
• Prepare, organize, and maintain Medicaid compliance documentation.
• Upload, organize, and maintain patient documentation within the EMR system.
• Track staff licenses, TB tests, certifications, and credential expiration dates.
• Follow up with nursing staff regarding expiring documents and required renewals.
• Schedule supervisory visits with RN supervisors.
• Ensure documentation remains organized, accurate, and HIPAA compliant.
• Provide general virtual administrative support across multiple departments.
• Organize and maintain digital files and company documentation.
• Prepare and distribute offer letters through DocuSign.
• Assist with interview scheduling and coordination.
• Conduct virtual orientation sessions for newly hired employees.
• Generate and distribute company newsletters.
• Track client birthdays and send personalized birthday greetings.
• Recommend workflow improvements and support process optimization initiatives.
• Perform additional administrative and operational tasks as assigned.
• Answer inbound phone calls professionally and route urgent concerns appropriately.
• Provide dependable phone coverage during business hours and support after-hours coverage as the business grows.
• Deliver exceptional customer service while maintaining professionalism and empathy.
• Handle confidential information while adhering to HIPAA standards.
• Make warm outbound calls to prospective clients and marketing leads.
• Follow up with interested prospects and nurture relationships.
• Schedule appointments and discovery calls for qualified leads.
• Manage appointment reminders and ongoing lead follow-up.
• Maintain accurate notes and updates within the CRM/EMR system.
• Assist with basic social media posting and audience engagement.
• Support the team with additional marketing-related administrative tasks as needed.

Qualifications

• Experience in home care or home health agencies.
• Healthcare administration experience.
• Familiarity with Medicaid documentation and compliance.
• Experience with prior authorizations.
• Proficiency in EMR/EHR systems (especially Generations Home Care EMR).
• Experience in appointment scheduling.
• Phone support and customer service experience.
• Warm lead follow-up experience.
• Healthcare compliance coordination experience.
• Staff credential tracking and renewals experience.
• Excellent verbal and written English communication skills.
• Previous experience in a home care agency, healthcare office, or healthcare administrative environment is highly preferred.
• Strong organizational, multitasking, and time management skills.
• Exceptional attention to detail and documentation accuracy.
• Self-motivated and able to manage recurring responsibilities with minimal supervision.
• Reliable, dependable, and committed to long-term employment.
• Able to thrive in a fast-paced and growing healthcare environment.
• Strong problem-solving skills with the ability to recommend process improvements.
• Ability to maintain confidentiality and comply with HIPAA requirements.
• Positive, personable, collaborative, and customer-focused attitude.
• High level of professionalism, accountability, and follow-through.

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 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 proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA.
• 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.