[Hiring] Medical Records & Charting Virtual Assistant @Winning Assistants

Role Description

We're looking for a detail-oriented Medical Records & Charting Virtual Assistant to support a busy medical aesthetics practice by ensuring patient charts are accurate, complete, and submitted on time. This role is ideal for someone who thrives in a fast-paced healthcare environment, understands the importance of HIPAA compliance, and enjoys working with medical documentation and digital systems.

• Upload edited patient photos into Moxie EHR while maintaining accurate documentation and HIPAA compliance.
• Edit patient photos by removing backgrounds using the practice's RX application.
• Upload AI-generated clinical notes from ScrapScriber into the appropriate patient charts.
• Ensure all patient documentation, including photos and notes, is complete, accurate, and properly attached to the correct medical record.
• Complete all charting within the required 24-hour turnaround time following patient appointments.
• Maintain the integrity and confidentiality of patient medical records at all times.
• Work efficiently across multiple healthcare platforms, including: RX App, Moxie Electronic Health Records (EHR), ScrapScriber.
• Help streamline clinic operations by reducing the administrative workload of the operations team.

Qualifications

• Previous experience working in a medical or healthcare environment.
• Experience using Electronic Health Record (EHR) systems (Moxie experience is a plus).
• Strong understanding of HIPAA regulations and patient confidentiality.
• Experience handling medical documentation and patient records.
• Photo editing skills, particularly background removal.
• Excellent attention to detail and organizational skills.
• Ability to meet strict deadlines consistently.
• Strong computer literacy and the ability to learn new software quickly.
• Ability to multitask across several applications and systems.
• Excellent communication and time management skills.
• Experience supporting a medical spa, aesthetics clinic, or cosmetic practice is highly preferred.
• Willingness to work exclusively with our practice during scheduled hours.

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.