[Hiring] Medical Administrative Virtual Assistant @HelpSquad, LLC

Role Description

We’re hiring a dedicated Virtual Assistant to support a healthcare practice’s day-to-day administrative operations. This is a long term, client-facing placement. The VA will work closely with the practice’s front desk team and be the primary point of contact for phone, inbox, and scheduling coordination during their shift.

Core Responsibilities, In Detail

• Phone coverage:
  • Answer incoming calls during all scheduled hours in a professional, patient facing manner.
  • Take messages and route to the correct staff member when a call can’t be resolved directly.
  • Use OpenPhone (VoIP phone system) for all call handling.
• Inbox management:
  • Monitor the practice’s central patient coordination inbox continuously throughout the shift.
  • Triage incoming messages by urgency and topic (scheduling, billing, general inquiry, etc.).
  • Route non-routine messages to the appropriate staff member rather than responding directly.
  • Monitor the general practice email inbox for administrative correspondence separate from the patient coordination inbox.
• Fax handling:
  • Check for incoming faxes and sort by type (referrals, records requests, insurance correspondence, etc.).
  • Distribute to the correct staff member or file according to practice procedure.
• Scheduling and rescheduling:
  • Process patient rescheduling requests as they come in via phone or inbox.
  • Coordinate with front desk staff to confirm availability before finalizing changes.
  • Follow the practice’s scheduling system conventions (VA will be trained on Charm EHR scheduling workflow during onboarding).
• Communication and documentation:
  • Communicate daily with the practice’s admin team via Slack, including status updates and escalations.
  • Maintain and update SOP documentation for the role’s recurring tasks, so responsibilities transfer cleanly during time off or hand off.
  • Flag recurring issues or bottlenecks to the point of contact rather than solving silently.

Qualifications

• Active HIPAA Certification (or willingness to obtain prior to start).
• Prior experience in a healthcare, medical office, or patient facing administrative role strongly preferred.
• Working familiarity with EHR systems (this role uses Charm specifically, training provided) and VoIP phone platforms (this role uses OpenPhone).
• Strong written communication skills, this role requires professional patient facing correspondence across inbox and Slack.
• Comfortable managing multiple channels (phone, inbox, fax, chat) without dropping tasks.
• Reliable, quiet home office setup with strong internet bandwidth.
• Available for the full 32 hour weekly schedule listed above, consistently.

Requirements

• Internet speed: Minimum 50 Mbps upload and download (wired connection strongly preferred).
• A verified backup internet connection is required — mobile phone hotspots are not acceptable as backup.
• Dedicated wireless dongles or secondary ISP connections are acceptable backup solutions.
• Backup power source required (UPS or generator) to maintain connectivity during outages.
• Quiet, professional workspace suitable for voice work — free from background noise and interruptions.
• Noise-canceling headset required.
• Reliable computer with sufficient processing power to run software systems and softphone simultaneously.
• You must have Windows 11 or the most recent Apple OS / Update.

Benefits

• Competitive hourly rate.
• On-time payments, every time.
• Payments processed via Wise.
• Direct client training provided — you are never thrown in blind.
• HIPAA certification provided at no cost to you.
• Dedicated Account Manager as your point of contact.
• Clear escalation paths — you always know who to go to.
• 100% remote — work from home.
• U.S.-based company with structured operations.
• Stable, long-term account placements (not gig-style work).
• Supportive team culture across all accounts.
• Build your U.S. industry experience.
• Exposure to multiple practice types and platforms.
• Potential for increased hours or additional accounts based on performance.
• Strengthen your resume with verified, legitimate U.S. client experience.
• Tenure recognition for long-term team members.
• We value loyalty and recognize those who grow with us.