[Hiring] Medical Practice Virtual Assistant @Assist World

Role Description

We are currently recruiting a polished, high-trust Medical Practice Virtual Assistant on behalf of a boutique, cash-only dermatology practice in Manhattan specializing exclusively in complex nail disorders and aesthetics. Our client operates an ultra-exclusive clinic model, seeing patients just two days per month. Due to this specialized focus and limited calendar availability, patient demand is exceptionally high. They are seeking a proactive remote partner to manage high-volume inbound inquiries, maintain strict scheduling workflows, handle billing, and oversee digital operations. By taking complete ownership of the administrative engine, you will ensure patients receive a five-star, white-glove experience while keeping daily operations seamless and fully HIPAA-compliant.

Responsibilities

• Inbound Triage & Patient Onboarding:
  • Manage approximately 30 calls and digital touchpoints daily via the Spruce communication app.
  • Articulate the practice’s cash-only fee structure, explain visit formats, and set clear expectations with prospective patients.
• EMR Scheduling & Upfront Payment Processing:
  • Coordinate patient appointments inside the EDVAC EMR.
  • Enforce the practice's advance payment policy (full payment required to secure spots).
  • Manage the strict one-time reschedule workflow to prevent lost clinical time.
• Superbill Creation & Delivery:
  • Generate and issue accurate, itemized superbills with appropriate diagnostic and procedural codes for patients submitting out-of-network claims to private insurance.
• Clinical Administrative Coordination:
  • Organize incoming patient photo submissions.
  • Log prescription refill requests for physician review.
  • Maintain a tracking pipeline for laboratory and pathology test results.
• Waitlist & Pipeline Management:
  • Maintain an agile priority cancellation list to ensure clinical calendar slots remain at 100% capacity on active clinic days.

Qualifications

• HIPAA & Compliance Discipline:
  • Strict adherence to patient privacy and security protocols.
  • Experience working within a secure, remote virtual desktop environment is strongly preferred.
• Healthcare EMR & Telephony Experience:
  • Practical background using cloud medical software (EDVAC or comparable EMRs).
  • Experience with modern clinical communication platforms (such as Spruce Health).
• High-End Patient Service:
  • Exceptional verbal and written communication skills.
  • Emotional intelligence and poise required to handle high-demand, affluent clientele.
• Firm Boundary Enforcement:
  • Comfort navigating fee discussions and clarifying out-of-network/cash-only policies.
  • Respectfully enforcing cancellation and rescheduling rules without escalating friction.
• Independent Execution:
  • High autonomy and strong organizational skills.
  • Reliable track record of managing daily administrative tasks without constant direct supervision.

Compensation

• $1,300 - $1,800 a month
• U.S.-based boutique, cash-only dermatology practice
• Monday – Friday, 40 hours per week (aligned with Eastern Standard Time / EST business hours)

Benefits

• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• NO TRACKER. NO PROBLEM

Important Hiring Note / Eligibility

We are a remote-first team, but due to international payment regulations, we can only hire candidates who can receive payments via Wise (SA, UK, US & PH). Before applying, please ensure Wise operates and supports local bank transfers in your country of residence/bank location. Regrettably, we cannot proceed with applications from regions where Wise services are unavailable.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.