Medical Virtual Assistant – Patient Communications Coordinator

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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

• Answer incoming patient calls throughout the day in a professional and compassionate manner. • Monitor and manage voicemail messages promptly. • Return patient calls when appropriate and ensure all inquiries are addressed. • Follow established protocols for handling patient concerns and requests. • Schedule, reschedule, and confirm patient appointments. • Assist patients with appointment-related questions. • Ensure accurate documentation of scheduling updates within Athena. • Receive and process medication refill requests. • Gather necessary information and route requests according to office protocols. • Coordinate communication between patients and providers regarding refill status. • Categorize and prioritize incoming patient messages. • Escalate urgent concerns to the physician when appropriate. • Route administrative and clinical requests to the correct team member. • Maintain organized records of patient communications and follow-up activities. • Document patient interactions accurately within Athena. • Update patient records and appointment information as needed. • Utilize Athena efficiently to support daily operations and communication workflows. • Maintain organized tracking systems for patient requests and follow-ups. • Generate status updates and reports as requested. • Utilize technology and productivity tools to stay organized and efficient while working remotely.

🎯 Requirements

• Previous experience in a medical office, healthcare support, patient coordination, or similar healthcare-related role. • Experience handling medication refill requests (Preferred) • Strong experience using Athena EMR (preferred). • Excellent phone etiquette and communication skills. • Ability to multitask in a fast-paced environment. • Strong organizational and time-management skills. • Comfortable working independently in a remote setting. • Highly detail-oriented and dependable. • Tech-savvy with experience using digital communication and organizational tools. • 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)

🏖️ 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.