[Hiring] Medical Front Desk Associate / Receptionist @InboxZeroVA

Role Description

We are seeking a highly organized and detail-oriented Virtual Medical Front Desk & Administrative Coordinator to support daily clinic operations. This role is responsible for managing patient communication, scheduling, insurance verification, documentation review, and administrative follow-ups to ensure smooth and compliant workflow within the practice.

This position is ideal for someone who is proactive, structured, and comfortable handling both patient-facing communication and backend administrative processes.

Key Responsibilities

• Patient Communication & Scheduling
  • Answer incoming phone calls and respond to voicemails promptly
  • Respond to customer and patient emails in a professional manner
  • Schedule new and existing patients by phone as needed
  • Set up new referrals in the electronic medical record (EMR)
• Insurance & Authorization Verification
  • Verify insurance benefits using the EMR system (e.g., pVerify) or coordinate with the billing team (e.g., Bonfire Revenue chat)
  • Confirm correct visit types (Follow-Up, Progress Note, POC Update, etc.)
  • Verify updated authorizations and determine when Auth Visits are required
• Chart Review & Compliance
  • Review next-day schedules to ensure all intakes and surveys are sent and completed
  • Audit new patient charts to confirm required documentation is complete
  • Follow up on missing chart components (referrals, insurance, forms, etc.)
  • Add detailed notes on patient visits regarding outstanding requirements (copays, balances, missing documents, referrals, etc.)
• Collections & Financial Follow-Up
  • Review missed copay reports daily
  • Collect outstanding copays or document notes for future collection
  • Identify and follow up on patient balances
• Documentation & Filing
  • Electronically file incoming faxes
  • Upload and organize scanned documents in the EMR system
  • Maintain accurate and organized digital records
• Additional Duties
  • Perform comparable administrative tasks as needed to support clinic operations

Qualifications

• Previous experience in medical front desk, healthcare administration, or insurance verification preferred
• Strong understanding of EMR systems and documentation workflows
• Familiarity with insurance verification and authorizations
• Excellent verbal and written communication skills
• Highly organized with strong attention to detail
• Ability to manage multiple tasks and prioritize effectively
• Reliable internet connection and quiet remote workspace required

Ideal Candidate

• Proactive and solution-oriented
• Comfortable working independently in a remote environment
• Detail-focused with strong follow-up habits
• Patient-centered and professional in all communications

Role Importance

This role is essential to maintaining operational efficiency, compliance, and a positive patient experience within the clinic.