Medical Virtual Assistant
Employment Information
Job Description
Medical Virtual Assistant providing essential administrative support to a physical therapy practice. Handling scheduling, insurance verifications, and patient communications for efficient operations.
Responsibilities:
- Answer and return patient calls and emails with professionalism and empathy.
- Schedule and confirm appointments, including new patient intakes and follow-ups.
- Manage appointment calendars for therapists and coordinate schedule updates.
- Maintain an active waitlist and ensure scheduling gaps are minimized.
- Confirm next-day appointments and follow up on missed visits or drop-offs.
- Coordinate telehealth appointments and assist with patient inquiries.
- Verify patient insurance coverage and eligibility for physical therapy services.
- Obtain pre-authorizations and ensure documentation accuracy for all carriers.
- Track authorization renewals and submit requests in a timely manner.
- Update patient files with insurance details and authorization information.
- Communicate with insurance companies to resolve coverage or claim issues.
- Assist patients with understanding insurance benefits and requirements.
- Receive, organize, and enter incoming faxes, including physician referrals and records.
- Upload and attach required documentation and signatures into WebPT.
- Track Medicare signatures, physician drop-offs, and discharge paperwork.
- Send patient records to referring providers, case managers, or insurance representatives.
- Manage and log faxed documents to maintain complete and accurate patient records.
- Perform data entry and maintain accurate electronic medical records.
- Generate billing and authorization reports for management review.
- Support billing teams with record requests, claims follow-up, and document retrieval.
- Prepare and send forms or records for workers’ compensation and insurance audits.
- Collaborate with the front office to keep workflows organized and efficient.
Requirements:
- 2+ years of experience as a Medical Virtual Assistant, Medical Administrative Assistant, or similar role in a healthcare setting.
- Familiarity with WebPT or other physical therapy EMR systems (preferred).
- Strong knowledge of insurance verification, prior authorization, and billing procedures.
- Excellent written and verbal English communication skills.
- Exceptional attention to detail and ability to manage multiple priorities.
- Strong organizational skills with a proactive, self-starter mindset.
- Reliable technology setup with a secure internet connection suitable for HIPAA compliance.
- Experience supporting U.S.-based healthcare providers or therapy clinics (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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