Medical Virtual Assistant – Patient Reactivation, Scheduling

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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

• Proactively contact patients to ensure completion of provider-ordered labs, imaging, referrals, diagnostic testing, and other follow-up care. • Monitor outstanding provider orders and maintain follow-up lists to prevent delays in patient care. • Track pending patient tasks and ensure nothing falls through the cracks. • Coordinate with patients regarding provider requests, test results, referrals, and additional care instructions. • Escalate complex patient concerns when appropriate. • Schedule, reschedule, and confirm appointments across multiple providers. • Maintain organized provider calendars while optimizing patient flow. • Send appointment reminders using the patient communication platform. • Coordinate follow-up appointments and ensure scheduling accuracy. • Answer inbound patient calls professionally and efficiently. • Make outbound calls for patient follow-ups, appointment confirmations, and care coordination. • Serve as the virtual front desk by assisting patients with scheduling inquiries and general questions. • Deliver compassionate and patient-centered communication during every interaction. • Verify patient insurance eligibility and benefits. • Review coverage prior to appointments and document findings accurately. • Communicate insurance-related information to patients when necessary. • Provide front and back office medical assistant support. • Maintain accurate documentation within the EMR/EHR. • Manage emails, provider messages, and administrative workflows. • Coordinate calendars and assist with daily office operations. • Maintain HIPAA compliance and patient confidentiality.

🎯 Requirements

• Minimum 2 years of healthcare administrative or medical virtual assistant experience. • Experience working in an internal medicine or primary care practice is highly preferred. • Strong experience with patient scheduling, follow-up, and care coordination. • Experience verifying insurance eligibility and benefits. • Hands-on experience using EMR/EHR systems. • NextGen Office experience is highly preferred (candidates with similar EMR experience are also encouraged to apply). • Excellent English verbal and written communication skills with a clear, patient-friendly speaking voice. • Professional, compassionate, and empathetic demeanor when interacting with patients. • Strong organizational skills with exceptional attention to detail. • Ability to multitask and manage competing priorities effectively. • Self-motivated with the ability to work independently and solve problems proactively. • Reliable, dependable, and committed to long-term employment. • HIPAA compliant or willing to complete HIPAA training.

🏖️ 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.