[Hiring] Virtual Medical Administrative Specialist & Insurance Verification Lead @Staffing for Doctors

Role Description

We are seeking an intelligent, proactive, and exceptionally articulate Virtual Medical Administrative Specialist & Insurance Verification (VOB) Lead to support our growing healthcare practice. In this key patient-facing and operational role, you will:

• Manage incoming patient communications
• Execute new patient Verification of Benefits (VOBs)
• Navigate multi-system workflows (SimplePractice, Prompt EMR, Spruce, and GoHighLevel)
• Assist in refining practice SOPs

Because this role involves direct live phone communication with patients and insurance payors, elite, accent-neutral, and natural spoken/written English fluency is an absolute, non-negotiable requirement. You must be able to hold unscripted, professional phone conversations with warmth, empathy, and high listening comprehension while managing multi-software administrative tasks independently.

Qualifications

• Elite English Communication (Verbal & Written): Flawless, highly natural, accent-neutral spoken English with outstanding listening comprehension, phone demeanor, and professional written communication skills.
• Insurance Verification (VOB) Experience: Demonstrated experience completing real-time insurance benefit verifications, checking deductibles/copays, and dealing directly with U.S. insurance representatives over the phone.
• EMR / Systems Literacy: Direct experience using SimplePractice or Prompt EMR (or comparable healthcare EMR systems), with the technical capability to manage multi-software workflows (Spruce, GoHighLevel).
• Medical Office Background: 2+ years of experience as a Medical Virtual Assistant or Front-Office Specialist with solid knowledge of U.S. medical terminology and HIPAA guidelines.
• Proactive Problem Solver: Ability to navigate unscripted patient calls, handle challenging situations with patience and composure, and work independently.
• Schedule Availability: Full availability to work 40 hours per week within Monday through Friday, 8:00 AM – 6:30 PM CST.
• HIPAA WFH Workspace: Private, quiet home office with a lockable door, high-performance PC/Mac, high-speed primary internet, backup internet/power solutions, and a noise-canceling headset.

Requirements

• Answer incoming calls and messages via Spruce, addressing patient questions, moving/rescheduling appointments, and providing exceptional customer service without relying on strict scripts.
• Handle general administrative requests, email inquiries, and referral tracking to ensure smooth communication across the care team.
• Maintain clear written records of all patient interactions to ensure continuity when multiple staff members view the same chart.
• Contact commercial and government insurance carriers to verify benefit coverage, copays, deductibles, and pre-authorization requirements for all new patient appointments.
• Document and compile structured VOB summaries for the New Patient Coordinator and deliver clear benefit explanations to patients prior to their first visit.
• Operate within SimplePractice and assist with the platform migration to Prompt EMR, maintaining clean patient charts and organized digital records.
• Manage lead intake and patient follow-up workflows inside GoHighLevel.
• Adhere strictly to practice SOPs while identifying opportunities to streamline administrative workflows and improve practice efficiency.

Benefits

• Full-Time (40 Hours / Week)
• Schedule: Monday – Friday, between 8:00 AM – 6:30 PM CST (Central Standard Time)
• Core Technology Stack: SimplePractice EMR (transitioning to Prompt EMR), Spruce (HIPAA Phone/Messaging), GoHighLevel (CRM/Leads), Email/Office Suite
• Primary Scope: Existing Patient Support & Phone Management, New Patient VOB Completion, EMR System Transition & SOP Optimization