Medical Virtual Assistant – Patient Communications Coordinator
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Job Description
Medical Virtual Assistant supporting patient communications in a busy medical practice. Handling calls, scheduling, and medication refills for patients across various locations.
Responsibilities:
- Answer incoming patient calls throughout the day in a professional and compassionate manner.
- Monitor and manage voicemail messages promptly.
- Return patient calls when appropriate and ensure all inquiries are addressed.
- Follow established protocols for handling patient concerns and requests.
- Schedule, reschedule, and confirm patient appointments.
- Assist patients with appointment-related questions.
- Ensure accurate documentation of scheduling updates within Athena.
- Receive and process medication refill requests.
- Gather necessary information and route requests according to office protocols.
- Coordinate communication between patients and providers regarding refill status.
- Categorize and prioritize incoming patient messages.
- Escalate urgent concerns to the physician when appropriate.
- Route administrative and clinical requests to the correct team member.
- Maintain organized records of patient communications and follow-up activities.
- Document patient interactions accurately within Athena.
- Update patient records and appointment information as needed.
- Utilize Athena efficiently to support daily operations and communication workflows.
- Maintain organized tracking systems for patient requests and follow-ups.
- Generate status updates and reports as requested.
- Utilize technology and productivity tools to stay organized and efficient while working remotely.
Requirements:
- Previous experience in a medical office, healthcare support, patient coordination, or similar healthcare-related role.
- Experience handling medication refill requests (Preferred)
- Strong experience using Athena EMR (preferred).
- Excellent phone etiquette and communication skills.
- Ability to multitask in a fast-paced environment.
- Strong organizational and time-management skills.
- Comfortable working independently in a remote setting.
- Highly detail-oriented and dependable.
- Tech-savvy with experience using digital communication and organizational tools.
- 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)
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.
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