[Hiring] Medical Virtual Assistant @Winning Assistants

Role Description

The client is a dermatology clinic that provides medical and cosmetic skin care services. The clinic focuses on delivering a smooth patient experience by ensuring efficient communication, accurate insurance verification, and organized administrative workflows. The role supports clinic operations by managing patient calls, verifying insurance information, and assisting with patient record management so in-clinic staff can focus on patient care.

The Medical Virtual Assistant will serve as the first point of contact for patients, ensuring calls are answered promptly and handled professionally while maintaining accurate patient records and assisting with insurance-related processes.

Scope of Work/Responsibilities

• Answer inbound phone calls from patients and respond to general inquiries.
• Serve as the first line of support for incoming calls, ensuring calls are not missed while in-clinic staff assist patients.
• Provide a professional, friendly, and helpful experience for patients over the phone.
• Handle cosmetic inquiry calls and gather initial patient information when needed.
• Verify patient insurance coverage prior to appointments.
• Check deductibles, benefits, and patient financial responsibility accurately.
• Clearly communicate deductibles, deposits, and expected patient payments before visits.
• Process or assist with prior authorizations by accessing insurance portals and retrieving authorization details.
• Create patient charts in the EasyDerm EHR system before appointments.
• Enter and organize patient information including demographics and insurance details.
• Ensure accuracy of all patient data to avoid billing issues.
• Collect deposit or credit card information when required to secure appointments.
• Coordinate with clinic staff by transferring calls or relaying important patient information.

Overall Goal of the Role

• Reducing phone interruptions for in-office staff.
• Improving patient responsiveness and satisfaction.
• Ensuring insurance verification and financial expectations are handled before visits.
• Allowing providers and clinic staff to focus on patient care.

Qualifications

• Strong customer service skills and professionalism when speaking with patients.
• Excellent English communication skills with clear speech and minimal accent.
• Experience in healthcare administration or medical virtual assistance.
• Knowledge of insurance verification, deductibles, and patient financial responsibility.
• Strong attention to detail, especially when handling patient records and insurance information.
• Confidence explaining deductibles, deposits, and payment expectations to patients.
• Ability to multitask and manage high call volumes during busy clinic hours.
• Strong organizational skills and reliability.
• Professional demeanor that represents the clinic positively.

Preferred Qualifications

• Spanish-speaking ability.
• Experience working with EHR systems and insurance portals.

Deal Breakers

• Poor English communication or a heavy accent that makes phone conversations difficult.
• No experience with healthcare workflows or insurance verification.
• History of inaccurate patient or insurance data handling.
• Weak customer service skills or unprofessional communication with patients.
• Difficulty explaining deductibles or deposits confidently.
• Poor reliability, organization, or attention to detail.
• Inability to manage multiple calls in a busy clinic environment.

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 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• 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.