Healthcare Administrative Virtual Assistant, Medical Records, Medicaid Billing

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Winning Assistants LLC

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51 - 200 employees

At Winning Assistants, we help doctors, healthcare professionals, and business owners save time, cut costs, and scale their operations with highly skilled, HIPAA-compliant virtual assistants. Our VAs handle tasks like admin support, medical office management, marketing, and customer service, allowing you to focus on growth.

📋 Description

• Manage and maintain electronic medical records and client documentation. • Collect, organize, upload, and maintain required client documents (Social Security cards, driver's licenses, and other required records). • Ensure all records remain accurate, complete, and properly organized within internal systems. • Perform accurate data entry and maintain documentation integrity. • Process Medicaid billing using standardized templates and established weekly billing workflows. • Review billing documentation for completeness and accuracy. • Assist in maintaining organized billing records and supporting billing compliance. • Maintain compliance documentation for both staff and clients. • Ensure regulatory documentation remains accurate, current, and audit-ready. • Monitor documentation requirements and proactively identify missing or outdated records. • Assist with compliance-related administrative processes as the organization continues to grow. • Answer incoming phone calls and assist clients with documentation requests. • Manage email correspondence and general administrative communications. • Assist with scheduling and day-to-day administrative operations. • Order office supplies and support general office coordination. • Create and schedule social media content. • Design brochures, flyers, newsletters, and other marketing materials. • Update website information, including address changes and general content updates. • Support client communications and community engagement initiatives.

🎯 Requirements

• Previous healthcare experience in medical records, healthcare administration, compliance, or related roles. • Experience with Medicaid billing is highly preferred. • Strong understanding of healthcare regulations, compliance requirements, and documentation best practices. • Experience maintaining accurate healthcare documentation and compliance records. • Excellent administrative, organizational, and data entry skills with exceptional attention to detail. • Experience using healthcare software, EMRs, or healthcare documentation systems. • Comfortable balancing multiple responsibilities across healthcare administration, compliance, and marketing support. • Basic experience with social media management, content creation, newsletters, or marketing materials is a plus. • Excellent written and verbal English communication skills.

🏖️ 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.