Medical Virtual Assistant – Nutrition & Wellness

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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 inbound patient calls, website inquiries, and leads from Facebook and Instagram advertisements. • Follow up with prospective patients, nurture leads, and encourage them to schedule appointments. • Handle inbound and outbound patient communication professionally as a virtual receptionist and customer service representative. • Schedule appointments and send confirmations and reminders to help prevent no-shows. • Onboard new patients into Calyx Health EMR. • Collect patient forms and submit insurance information. • Verify insurance coverage and document insurance information accurately. • Track claims and follow up on outstanding or rejected insurance claims. • Contact insurance companies to inquire about denial reasons and claim status. • Gather next steps for claim resolution and coordinate updates with the appropriate team. • Help maintain accurate insurance, billing, and claims records. • Track each dietitian’s billable units to help calculate compensation using Google Sheets or a similar spreadsheet tool.

🎯 Requirements

• Healthcare Administrative Experience: Required. Candidates must have previous experience in healthcare administration, medical office support, patient coordination, virtual receptionist work, or a similar healthcare support role. • Patient Communication & Call Handling Experience: Required. Candidates must be comfortable managing inbound and outbound patient calls and communicating professionally by phone. • Lead Follow-Up & Appointment Conversion Experience: Required. Candidates must be comfortable following up with website and marketing leads, nurturing prospective patients, and encouraging them to book appointments. • Patient Scheduling & Onboarding Experience: Required. Candidates must have experience with appointment scheduling, patient onboarding, reminders, and collecting patient forms or intake information. • Insurance Verification Experience: Required. Candidates must have experience verifying insurance coverage and handling insurance-related information accurately. • Claims Follow-Up / Billing Support Experience: Preferred. Candidates with experience tracking claims, following up on outstanding or rejected claims, contacting insurance companies to inquire about denial reasons, and identifying next steps for resolution are encouraged to apply. • EMR Experience: Required. Candidates must have experience using healthcare EMR/EHR systems. Experience with Calyx Health is strongly preferred. • Payroll Tracking Experience: Preferred. Candidates should be comfortable with basic payroll-related tracking, such as using Google Sheets to track billable units for providers. Advanced payroll experience is not required. • Dietitian, Nutrition, or Wellness Center Experience: Preferred. Experience supporting a dietitian, nutrition practice, wellness center, or similar healthcare environment is a plus. • HIPAA & Compliance Awareness: Required. Candidates must understand patient confidentiality and be comfortable handling sensitive healthcare information. • Strong phone communication and customer service skills. • Professional, welcoming, and patient-focused communication style. • Comfortable with lead nurturing and appointment conversion. • Highly organized with strong attention to detail, especially for insurance, claims, and payroll records. • Able to multitask and prioritize patient communication, scheduling, claims follow-up, and administrative responsibilities. • Comfortable learning Calyx Health EMR and other required systems. • 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).

🏖️ 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.