Medical Virtual Assistant - Patient Scheduling & Billing Support

Job Title: Medical Virtual Assistant – Patient Scheduling & Billing Support

Position type: Part-time | 20 hours per week
Location: Remote – Philippines
Pay Rate: $5–$6 USD/hour
Work Schedule: Part-time | 20 hours per week (4 hours per day)

Time Zone: Pacific Time (PT)

• Monday & Friday: 9:00 AM–1:00 PM PT
• Tuesday–Thursday: 12:00 PM–4:00 PM or 1:00 PM–5:00 PM PT (depending on the agreed schedule)
• Weekends: Off

About the Client and Role

Our client is a healthcare practice based in Washington, USA, focused on chiropractic care, rehabilitation, and patient wellness. In this role, you'll help keep patient appointments organized, monitor billing-related follow-ups, communicate with patients, and assist with general administrative tasks.

Key Responsibilities

1. Medical Billing Coordination & Tracking (Primary Focus)

• Monitor patient balances and outstanding accounts on a weekly or monthly basis.
• Track accounts receivable and follow up on unresolved billing concerns.
• Coordinate with external billing companies to help keep billing-related tasks on track.
• Flag outstanding issues that need attention.

Note: You will coordinate and track billing concerns, not process medical claims.

2. Patient Scheduling & Phone Support

• Answer incoming patient calls and assist with appointment inquiries.
• Schedule appointments and manage callbacks using Jane EHR.
• Communicate professionally and empathetically with patients.
• Handle approximately 5–10 inbound and 15–20 outbound calls per week, with potentially more outbound calls initially.

3. Patient Follow-Ups & Retention

• Follow up with existing patients regarding appointments and ongoing care.
• Encourage patients to schedule their next visit.
• Maintain organized patient follow-up lists and records.

Additional Administrative Responsibilities

• Contact interested patients from Facebook ads using a provided script and help schedule neuropathy program consultations.
• Prepare and send monthly newsletters through Mailchimp using provided content.
• Organize patient records, maintain trackers, and assist with other administrative tasks as needed.

Requirements

• Previous experience as a Medical Virtual Assistant, Medical Receptionist, Healthcare Administrative Assistant, or Patient Coordinator.
• Experience with patient scheduling, inbound/outbound calls, or patient follow-ups.
• Basic understanding of medical billing terminology, patient balances, and accounts receivable.
• Strong English communication skills, particularly when speaking with patients over the phone.
• Comfortable using EHR/EMR systems or similar healthcare software.
• Organized, detail-oriented, and able to manage multiple tasks and follow-ups.
• Proactive, dependable, and comfortable working independently.
• Willing and able to work the required 20-hour weekly schedule without overlapping commitments to other clients.
• HIPAA-trained and knowledgeable about patient confidentiality.

Nice to Have 

• Familiarity with billing coordination or tracking outstanding patient balances.
• Experience with Jane EHR or similar systems.
• Familiarity with Mailchimp or newsletter management.
• Experience supporting chiropractic, rehabilitation, or other healthcare practices.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.