[Hiring] Medical Administrative Assistant @Winning Assistants

Role Description

The Medical Administrative Assistant will provide behind-the-scenes support with appointment scheduling, calendar organization, and accurate EHR/EMR documentation.

• This is a non-patient-facing role with no phone calls or direct patient contact.
• You will work closely with one provider and support administrative workflows across multiple locations.
• The ideal candidate is organized, detail-oriented, comfortable working independently, and experienced with healthcare administrative processes and electronic health records.

Your primary responsibility will be to keep the provider’s schedule and electronic patient records organized and up to date.

• Receive necessary information, patient lists, templates, and instructions from the provider.
• Accurately complete assigned administrative and EHR/EMR tasks.

Key Responsibilities

• Appointment Scheduling & Calendar Management
  • Coordinate and organize appointments according to the provider’s availability.
  • Maintain an accurate and organized schedule across multiple practice locations.
  • Assist with scheduling and rescheduling as needed.
  • Support one provider who currently works across several locations.
• EHR/EMR Management & Data Entry
  • Access patient records based on lists provided by the provider.
  • Start and set up patient sessions within the EHR/EMR.
  • Set up and update provider notes using established templates and instructions.
  • Transfer relevant information into the appropriate records for existing patients.
  • Assist with setting up records for new patients or admissions.
  • Transfer relevant medication information and ensure it is entered into the appropriate patient record.
  • Maintain accurate and organized patient information after appointments.
  • Work primarily within Ethizio; direct Ethizio experience is helpful but not required.
• Billing Information Support
  • Gather and enter billing-related information into the EHR/EMR.
  • Enter provided CPT codes into the appropriate patient record.
  • Ensure billing information is accurately entered and organized for the provider.
• General Medical Administrative Support
  • Assist with additional remote administrative tasks as needed.
  • Follow established templates, processes, and healthcare workflows.
  • Maintain accuracy and confidentiality when handling patient information.
  • Adapt to new systems and workflows as the practice's needs evolve.

Important: This position is focused on administrative EHR/EMR support rather than medical scribing.

Qualifications

• Previous healthcare, medical administrative, EHR/EMR, or similar healthcare support experience is highly preferred.
• Experience using EHR/EMR systems is strongly preferred; experience across multiple platforms is an advantage.
• Experience with Ethizio is a plus but not required.
• A clinical or medical background is highly preferred but not required.
• No specific medical degree, professional license, or clinical credential is required.
• Previous experience working with a U.S.-based healthcare practice or company is preferred but not required.
• Previous virtual assistant experience is helpful but is not mandatory if you have relevant healthcare administrative experience.
• Strong scheduling, calendar management, data entry, and organizational skills.
• Excellent attention to detail when transferring patient, medication, documentation, and billing information.
• Ability to follow templates and detailed instructions accurately.
• Comfortable learning new healthcare systems, processes, and workflows.
• Reliable, adaptable, and able to work independently with minimal supervision.

Requirements

• Must be proficient in speaking and writing English clearly and professionally.
• Must have relevant work experience applicable to the position.
• Must be available during the required schedule: Tuesday, Wednesday, Friday, Saturday, and Sunday from 1:00 PM–5:00 PM CDT.
• Must be able to submit an NBI Clearance and/or Local Police Clearance background check before onboarding.
• Must be available for virtual video meetings with the camera on when needed.
• Must be able to handle confidential healthcare and patient information professionally.

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.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to internal HIPAA compliance training and certification.
• Top 1% VA Performance Training: Access to proprietary training on communication, client management, and productivity systems.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client.
• Access to Tools & Resources: Templates, workflow guides, and productivity tools to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses or increased hours based on your performance.