[Hiring] Healthcare Virtual Assistant - Front Desk, Scheduling & Insurance Support @Winning Assistants

Role Description

We are seeking a reliable and patient-focused Healthcare Virtual Assistant to support a growing medical practice with front desk operations, patient scheduling, insurance verification, billing support, and administrative tasks. The ideal candidate has experience working in a medical office environment, excels at patient communication, and can confidently manage phone calls, scheduling, insurance-related tasks, and administrative workflows while maintaining a high level of professionalism and accuracy. This is a long-term opportunity for someone who is dependable, detail-oriented, and committed to providing an exceptional patient experience.

Core Responsibilities

• Phone Support & Patient Communication (Top Priority)
  • Answer incoming patient phone calls professionally and efficiently
  • Manage patient callbacks and follow-up communications
  • Respond to patient inquiries and administrative requests
  • Provide excellent customer service and patient support through phone and electronic communication
  • Handle patient concerns with professionalism and empathy
• Appointment Scheduling & Coordination (Top Priority)
  • Schedule, reschedule, and confirm patient appointments
  • Manage no-show appointments and rescheduling efforts
  • Support patient check-in and check-out workflows
  • Maintain accurate scheduling records within NexTech EHR
• Insurance Verification & Claims
  • Verify patient insurance eligibility and benefits
  • Submit and follow up on prior authorizations
  • Coordinate with insurance companies regarding claims and authorizations
  • Assist with medical billing tasks and claims follow-up
  • Post patient payments accurately into the practice management system
  • Maintain organized billing and account records
• Administrative Support
  • Update and maintain accurate patient records in NexTech EHR
  • Support front desk and administrative operations as needed
  • Assist with documentation and workflow management
  • Ensure HIPAA compliance and patient confidentiality at all times
• Software & Systems
  • NexTech EHR (Primary System)

Qualifications

• Medical office, healthcare, nursing, or clinical experience required
• Experience with patient scheduling and front desk operations preferred
• Experience with insurance verification, prior authorizations, or billing support preferred
• Experience using NexTech EHR strongly preferred
• Previous virtual assistant experience is a plus

Requirements

• Excellent phone etiquette and verbal communication skills
• Strong customer service and patient support skills
• Knowledge of insurance verification and patient eligibility processes
• Familiarity with medical billing and payment posting
• Ability to multitask and manage competing priorities
• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Ability to work independently while following established workflows
• Strong problem-solving and critical-thinking abilities
• Comfortable handling confidential patient information
• Ability to learn new systems and adapt quickly

Deal Breakers

• No medical office, healthcare, or patient-facing experience
• Poor English communication skills or weak phone presence
• Lack of reliability, frequent absences, or unstable work history
• Inability to multitask in a fast-paced medical office environment
• Unwillingness or inability to learn NexTech EHR
• Poor attention to detail when handling patient records, payments, or insurance information
• Weak customer service skills or unprofessional communication
• Failure to maintain HIPAA compliance and patient confidentiality
• Unstable internet connection or unreliable remote work environment
• Seeking only short-term employment
• Poor responsiveness during the hiring process

Basic Requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical Requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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.