Virtual Medical Assistant

Medical Administrative VA - Ortho Clinic

Remote | Full-Time 40 hours/week | $6/hour | US Pacific Time

We are seeking a highly organized, detail-oriented, and proactive Virtual Medical Administrative Assistant to support a busy medical practice with high-volume administrative work. This role is critical in helping the clinic stay efficient, responsive, and compliant by managing documentation, prior authorizations, referrals, patient communication, inbox triage, and day-to-day administrative workflows.

The ideal candidate has strong experience in healthcare administration and understands the urgency and accuracy required in a medical setting. This person will serve as a reliable remote support partner to the provider and clinic staff, helping reduce paperwork burden and improve operational flow.

Key ResponsibilitiesAdministrative and Documentation Support

• Prepare and prepopulate progress notes for clinician review
• Print required documents such as face sheets and patient-related records
• Organize, rename, categorize, and save documents in the correct folders and digital filing systems
• Maintain accurate and structured documentation to support efficient chart access and reduce paperwork backlog
• Assist with general high-volume administrative tasks to keep clinic operations running smoothly

Fax Management and Document Transmission

• Send and receive faxes for referrals, pharmacies, providers, and other medical-related communications
• Review documents before transmission to ensure completeness, accuracy, and compliance
• Determine whether documents should be sent via fax, email, or uploaded through appropriate channels
• Track incoming and outgoing fax communications and ensure urgent items are addressed promptly
• Support secure medical records handling in accordance with clinic policies and confidentiality standards

Prior Authorization Support

• Secure prior authorizations for medications, procedures, imaging, and other services as needed
• Monitor authorization status and follow up with payers, pharmacies, and provider offices to prevent delays
• Maintain organized tracking of submitted and pending prior authorizations
• Escalate denials, missing documentation, or urgent cases appropriately

Referral Coordination

• Process and manage patient referrals accurately and efficiently
• Coordinate with specialist offices, hospitals, and other providers regarding referral requirements and status
• Ensure referral documentation is complete before submission
• Track referral progress and follow through until completion or confirmation
• Communicate updates to patients and internal staff as needed

Inbox, Email, EMR, and Patient Messaging Triage

• Triage incoming clinic emails, patient messages, hospital communications, and EMR tasks
• Review and route messages based on urgency, category, and appropriate next steps
• Respond to patient requests when appropriate and escalate clinical or urgent concerns to the provider or clinic team
• Manage new patient chart-related tasks and ensure timely handling of incoming documentation
• Keep communication channels organized, responsive, and up to date

Outbound Calls and Patient Coordination

• Make outbound calls to patients, pharmacies, insurance companies, and other healthcare offices
• Follow up on referrals, prior authorizations, appointment-related matters, records, and documentation needs
• Communicate clearly and professionally while maintaining a strong patient service mindset
• Document call outcomes thoroughly in the EMR or designated tracking system

Forms, Compliance, and Records Handling

• Assist with forms and administrative paperwork, including worker’s compensation and other patient-related documents
• Ensure compliance with medical records release requirements before sharing protected information
• Support collection and documentation workflows with accuracy and confidentiality
• Maintain HIPAA-compliant handling of patient information across all communication and file management processes

Team and Workflow Support

• Provide consistent remote support to clinicians and onsite staff
• Help reduce administrative burden so providers can focus more on patient care
• Contribute to workflow efficiency, organization, and continuity of care
• Work effectively in a fast-paced environment with shifting priorities and a high volume of tasks

Qualifications

• One year experience of Virtual Medical Assistant, Medical Administrative Assistant with exposure to the tasks listed above
• Strong experience with prior authorizations, referrals, fax management, and high-volume medical administrative work
• Familiarity with EMR/EHR systems and patient communication workflows
• Ability to triage emails, inboxes, patient messages, and administrative requests with strong judgment and organization
• Excellent verbal and written communication skills
• Strong attention to detail and ability to maintain accuracy under pressure
• Knowledge of HIPAA, confidentiality standards, and healthcare documentation protocols
• Comfortable making outbound calls and following through on pending items
• Highly organized with the ability to prioritize and manage multiple tasks efficiently
• Proficient with email, digital file management, and administrative healthcare systems

Preferred Qualifications

• Experience supporting busy private practices or specialty clinics
• Experience with insurance verification and payer follow-up
• Familiarity with credentialing or related insurance administrative workflows
• Experience coordinating with hospitals, pharmacies, and specialist offices
• Familiarity with ECW or similar EMR systems

Ideal Candidate Profile

The ideal candidate is:

• Fast, organized, and dependable
• Comfortable in a high-volume, fast-moving environment
• Able to work independently without constant supervision
• Professional in patient and provider communication
• Strong in follow-through, task ownership, and documentation accuracy
• Calm under pressure and able to keep multiple workflows moving at once

Job Types: Full-time, Permanent

Pay: Up to Php360.17 per hour

Expected hours: 40 per week

Work Location: Remote