Medical Virtual Assistant, Primary Care
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Job Description
Medical Virtual Assistant at a primary care practice in Massachusetts. Handling patient coordination, scheduling, and administrative support while ensuring excellent patient experience.
Responsibilities:
- Answer incoming phone calls and manage high call volume
- Handle patient inquiries professionally and efficiently
- Conduct outbound calls
- Serve as the first point of contact for patients through the Weave phone system
- Escalate or route calls to the appropriate team members when necessary
- Schedule, reschedule, and coordinate patient appointments
- Send appointment reminders and follow-up communications
- Manage patient messages, voicemails, and callback requests
- Manage emails and calendars
- Perform insurance verification
- Process prior authorizations
- Handle referral processing
- Complete patient intake and registration
- Perform general administrative and back-office support
Requirements:
- Experience in a primary care or healthcare practice is preferred
- Experience handling high-volume inbound patient calls
- Excellent English communication with a clear, neutral accent
- Professional phone etiquette and strong customer service skills
- Atleast 1 year of experience with patient scheduling, intake, and care coordination
- Knowledge and hands on experience with insurance verification, prior authorizations, and referrals
- Strong organizational and multitasking skills
- Reliable, detail-oriented, and able to work independently
- Experience with eClinicalWorks (ECW) and Weave is preferred (similar EHR experience is welcome)
- Adaptable, proactive, and able to work independently while collaborating with the clinical team
- Basic Requirements
- Must speak and write English clearly and professionally.
- Must have at least 1 year of relevant work experience in Medical Virtual Assistant, Frontdesk / Receptionist and / or Patient Care Coordination
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
- Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work 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.
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