Medical Virtual Assistant – Care Coordination, Prior Authorization, Executive Support

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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

• Schedule and manage medical, dental, physical therapy, specialist, concierge physician, neurology, executive health, and wellness appointments. • Coordinate referrals, imaging, laboratory work, blood tests, and follow-up care. • Confirm appointments and complete all required pre-visit paperwork. • Monitor healthcare portals daily for: • - Provider messages • - Test results • - Prescription updates • - Required follow-up actions • Communicate professionally with physicians, specialists, clinics, pharmacies, and healthcare providers to ensure seamless continuity of care. • Coordinate travel-related medical appointments when necessary. • Review medical reports, provider visit summaries, and treatment recommendations. • Identify required follow-up actions, medication changes, referrals, and ongoing treatment plans. • Maintain organized electronic medical records and healthcare documentation. • Track provider recommendations and ensure all action items are completed. • Maintain healthcare trackers, visit history logs, and medical documentation. • Verify insurance eligibility and patient benefits. • Obtain and manage prior authorizations. • Coordinate insurance approvals for procedures, imaging, specialists, and treatments. • Follow up on pending authorizations. • Communicate with insurance companies regarding claims, reimbursements, billing questions, and coverage issues. • Work directly with providers and billing departments to resolve insurance-related concerns. • Maintain accurate documentation of all insurance activities. • Coordinate prescription refill requests. • Communicate with pharmacies regarding medication updates and dosage changes. • Track medication and supplement inventory to prevent interruptions. • Coordinate supplement ordering and functional medicine programs. • Assist with preventive healthcare, nutrition programs, and wellness initiatives. • Manage complex healthcare calendars. • Conduct proactive calendar reviews and resolve scheduling conflicts. • Coordinate appointments across multiple healthcare systems. • Organize travel-related healthcare logistics. • Assist with executive administrative tasks as needed. • Maintain accurate scheduling records and reminders. • Maintain detailed task trackers and healthcare logs. • Ensure all open items receive timely follow-up until resolved. • Monitor pending referrals, prescriptions, insurance matters, and provider communications. • Prepare concise weekly status updates. • Escalate urgent healthcare matters promptly. • Healthcare appointment coordination and provider communication. • Medical records review, follow-up actions, and continuity of care. • Prescription, supplement, insurance, and wellness management. • Executive healthcare administration. • Healthcare scheduling and insurance coordination. • HIPAA-compliant handling of confidential medical information.

🎯 Requirements

• Minimum 2+ years of experience supporting U.S. healthcare providers, medical practices, or healthcare executives. • Strong experience with: • - Medical scheduling • - Insurance eligibility verification • - Prior authorizations • - Healthcare administrative workflows • - Provider communication • Solid understanding of: • - Medical terminology • - HIPAA compliance • - Medical records management • - Insurance coordination • Experience reviewing medical documentation and identifying required follow-up actions. • Excellent organizational and multitasking abilities. • Strong written and verbal English communication skills. • Ability to work independently with minimal supervision. • Exceptional attention to detail and accuracy. • Reliable internet connection and dedicated home office. • Long-term commitment and excellent attendance record.

🏖️ 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.