Medical Virtual Assistant, Primary Care

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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 phone calls and manage high call volume • Handle patient inquiries professionally and efficiently • Conduct outbound calls • Serve as the first point of contact for patients through the Weave phone system • Escalate or route calls to the appropriate team members when necessary • Schedule, reschedule, and coordinate patient appointments • Send appointment reminders and follow-up communications • Manage patient messages, voicemails, and callback requests • Manage emails and calendars • Perform insurance verification • Process prior authorizations • Handle referral processing • Complete patient intake and registration • Perform general administrative and back-office support

🎯 Requirements

• Experience in a primary care or healthcare practice is preferred • Experience handling high-volume inbound patient calls • Excellent English communication with a clear, neutral accent • Professional phone etiquette and strong customer service skills • Atleast 1 year of experience with patient scheduling, intake, and care coordination • Knowledge and hands on experience with insurance verification, prior authorizations, and referrals • Strong organizational and multitasking skills • Reliable, detail-oriented, and able to work independently • Experience with eClinicalWorks (ECW) and Weave is preferred (similar EHR experience is welcome) • Adaptable, proactive, and able to work independently while collaborating with the clinical team • Basic Requirements • Must speak and write English clearly and professionally. • Must have at least 1 year of relevant work experience in Medical Virtual Assistant, Frontdesk / Receptionist and / or Patient Care Coordination • Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory). • Must be available to attend video meetings with camera on when required. • Technical Requirements • Computer: Reliable laptop or desktop computer. • Internet: Stable high-speed internet connection (minimum 25 Mbps). • Audio: Noise-canceling headset. • Video: Working webcam for virtual meetings. • Workspace: Quiet and professional work environment.

🏖️ 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.