[Hiring] Part-Time Healthcare Virtual Assistant @Winning Assistants

Role Description

Our client is a rapidly growing functional medicine and holistic healthcare practice focused on identifying and treating the root causes of health concerns rather than simply addressing symptoms. The practice provides personalized, patient-centered care through comprehensive wellness programs, functional medicine consultations, hormone health services, pediatric functional medicine, IV therapy, and other integrative healthcare solutions. Their mission is to empower patients with the tools, knowledge, and support needed to achieve long-term wellness and optimal health outcomes.

You'll play a critical role in supporting patient care by:

• Confirming patient appointments via text, email, and other communication channels
• Following up on missed appointment confirmations
• Sending telemedicine appointment reminders and instructions
• Ensuring schedules remain organized and appointment-ready
• Helping maintain an efficient patient workflow in a fast-paced healthcare environment
• Verifying completion of all required patient intake forms and consent documents before appointments
• Tracking incomplete patient requirements and following up as needed
• Ensuring all necessary documentation is completed prior to scheduled visits
• Maintaining accurate patient records and documentation
• Verifying that required blood work and laboratory results are completed before appointments
• Uploading, organizing, and maintaining lab results within the Cerbo EMR system
• Monitoring patient records to ensure providers have the information needed for appointments
• Tracking outstanding laboratory requirements and coordinating follow-ups
• Assisting with prior authorization requests and follow-up activities
• Sending pricing information and practice details to prospective and existing patients
• Providing day-to-day administrative support to the provider and office manager
• Communicating professionally with patients regarding appointment preparation and healthcare requirements
• Supporting overall clinic operations and patient experience initiatives

Qualifications

• Proven experience in healthcare administration, medical virtual assistance, or a similar healthcare support role
• Experience working with EMR systems (Cerbo EMR experience is highly preferred)
• Strong understanding of patient scheduling, appointment preparation, and medical administrative workflows
• Excellent attention to detail, particularly when tracking patient forms, laboratory results, and appointment readiness
• Strong organizational skills with the ability to manage multiple priorities simultaneously
• Ability to work independently with minimal supervision
• Reliable, professional, and accountable work ethic
• Excellent written and verbal English communication skills
• Comfortable working in a fast-paced healthcare environment
• Experience handling patient communications professionally and empathetically
• HIPAA-compliant mindset and commitment to patient confidentiality
• Strong follow-up skills and ability to proactively identify potential issues before they affect patient care

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