Medical Virtual Assistant
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Job Description
Full-time Medical Virtual Assistant supporting the administrative operations of a Florida-based physical therapy practice. Responsible for patient scheduling, front desk support, and insurance management.
Responsibilities:
- Schedule appointments for new and existing patients, including managing online scheduling requests.
- Manage and maintain the appointment calendar to ensure accuracy and optimal schedule utilization.
- Confirm patient appointments and handle rescheduling and cancellations.
- Manage and actively work the waitlist to refill open appointment slots.
- Coordinate daily schedules with clinical staff.
- Answer phones and respond to patient inquiries via phone and email with professionalism and warmth.
- Upload and manage incoming referrals accurately and promptly.
- E-fax records and referrals to and from referring providers and external offices.
- Send requested medical records as needed.
- Maintain organized and up-to-date patient records within the EMR.
- Ensure documentation accuracy while protecting patient privacy and confidentiality.
- Verify patient insurance coverage and update patient files with insurance information.
- Obtain pre-authorizations when required.
- Explain insurance benefits to patients when needed and assist with insurance-related questions.
- Liaise with insurance providers to clarify coverage details.
- Track the status of pending insurance-related items to support patient care and scheduling.
- Serve as an essential part of the care team and participate in weekly staff meetings.
- Communicate daily with the internal team to align on goals, priorities, and patient needs.
- Provide administrative support that helps reduce front-office workload and keeps schedules full.
Requirements:
- Prior experience as a Medical Virtual Assistant, Front Office Coordinator, or Medical Administrative Assistant.
- Experience in a physical therapy or outpatient healthcare setting strongly preferred.
- Strong phone etiquette and patient communication skills.
- Proven ability to manage scheduling, referrals, and waitlists efficiently.
- Familiarity with insurance verification and pre-authorization processes.
- Highly organized with strong attention to detail.
- Dependable, professional, and patient-focused.
- Comfortable working full-time during U.S. business hours (EST preferred).
Benefits:
- Competitive salary commensurate with experience.
- Opportunities for professional development and growth.
- Work in a dynamic and supportive team environment.
- Make a meaningful impact by helping to build and strengthen families across the globe.
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