[Hiring] Medical Virtual Assistant | Patient Support & Scheduling Coordinator @Winning Assistants

Role Description

Our client is a growing and patient-focused healthcare and rehabilitation practice committed to delivering high-quality care and exceptional patient experiences. The practice operates in a fast-paced environment and places strong value on professionalism, reliability, patient communication, and operational efficiency.

The team is looking for a dedicated Medical Virtual Assistant who can support daily front desk operations, patient coordination, scheduling, and administrative workflows while maintaining excellent service and HIPAA compliance.

Key Responsibilities

• Answer inbound calls and manage patient phone communications professionally
• Conduct patient follow-up calls and appointment reminders
• Perform patient reactivation outreach for patients not seen within 3–4 months
• Coordinate scheduling and calendar management
• Provide front desk and administrative support remotely
• Manage billing notes and track 45-day billing cycles
• Monitor private insurance, no-fault, and workers’ compensation claims
• Assist with clinical documentation support
• Support insurance verification processes
• Maintain and update patient information within the TheraOffice EHR system
• Handle high-volume patient communication and workflow coordination
• Communicate internally using Weave
• Ensure HIPAA compliance and proper handling of sensitive patient information

Qualifications

• Previous healthcare or medical office experience required
• Strong patient-facing administrative experience preferred
• Experience handling inbound calls, patient follow-ups, and appointment scheduling
• Strong understanding of HIPAA compliance and patient confidentiality
• Experience using EHR/EMR systems; TheraOffice experience is highly preferred
• High attention to detail, especially with billing notes and scheduling workflows
• Ability to work independently with minimal supervision after training
• Reliable, dependable, and consistent attendance
• Comfortable working in a high-volume, fast-paced healthcare environment
• Professional, proactive, and responsive attitude

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

• 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.