Job Title: Virtual Medical Administrative Assistant
Position Code: DT-RCG
Position Type: Full-Time (40 hours per week)
Work Hours: Between 8:30 AM – 5:30 PM EDT
Work Days: Monday – Friday
Salary: Starting at $5 - $6 per hour (depending on experience)
About Our Client
A busy and growing mental and behavioral health clinic is seeking an organized, reliable, and proactive Medical Virtual Assistant to provide high-quality administrative, patient support, and marketing assistance. This role has become an urgent hire due to an immediate staffing gap, and will be key to ensuring smooth day-to-day clinic operations, a positive patient experience, and consistent outreach to partners and referrals.
Key ResponsibilitiesReception & Patient Support
- Handle all inbound phone calls (VoIP system) and promptly respond to patient inquiries via phone, email, and text.
- Schedule and confirm appointments, send reminders, and manage client follow-ups.
- Oversee calendar management to ensure therapists’ schedules run efficiently.
- Provide exceptional customer service with empathy and professionalism at all times.
Billing & Insurance Coordination
- Support billing processes, including basic claims follow-up and payment coordination.
- Communicate with insurance companies as needed for billing-related matters.
- Assist with credentialing new clinicians with insurance companies (approx. six times per year; training and step-by-step instructions provided).
Marketing & Outreach
- Conduct outreach to referrals and professional partners, sharing updates about new clinicians and services.
- Generate and send client surveys to gather feedback and improve services.
- Support social media activities, including scheduling posts, creating content, and monitoring engagement.
- Assist in creating and publishing blog content related to mental and behavioral health to boost website traffic.
Administrative Support
- Prepare and organize documents, reports, spreadsheets, and presentations.
- Manage telehealth platforms for virtual sessions.
- Maintain a zero-inbox standard for email communications.
Required Skills & Experience
- Minimum 1 year of relevant work experience in healthcare administration, medical reception, or similar roles.
- Strong phone handling skills with a neutral or undetectable accent.
- Proficiency in SimplePractice (EHR), Google Workspace (G Suite), and VoIP call systems.
- Familiarity with billing processes and basic insurance communication.
- Experience with marketing outreach, content creation, and blogging for healthcare topics.
- Strong organizational skills, consistency, and follow-through.
Performance Expectations (KPIs)
- Conversion Rate: 90% of inquiries booked into appointments.
- Responsiveness: Immediate follow-up on all new patient inquiries.
- Quality Feedback: Positive results on patient onboarding surveys.
- Inbox Management: Maintain zero unread or unattended messages.
Basic requirements
- 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)
Technical requirements
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 10 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment.
- 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.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.
