Medical Receptionist & Patient Scheduling

Job Title: Medical Receptionist & Patient Scheduling

Position Type: Part-time

Work Hours: 8:30 AM – 2:30 PM CDT

Work Days: Monday – Friday

Salary: $5 – $6 per hour (depending on experience)

Job Code: PJ-ATH

Workplace: Remote

Preferred Candidate Location: Philippines

The client is seeking a professional and patient-focused Healthcare Virtual Assistant to serve as a Virtual Receptionist for a busy medical practice.

This role focuses on patient communication, appointment scheduling, insurance verification, and front desk administrative support. The VA will be responsible for managing incoming calls, assisting patients with scheduling, handling insurance inquiries, and supporting the clinic’s administrative workflows.

The ideal candidate will have strong phone communication skills, healthcare administrative experience, and familiarity with EHR systems such as Athena Health.

Primary Responsibilities

Virtual Receptionist / Phone Management

• Answer incoming patient calls and assist with appointment scheduling
• Return missed calls and voicemails promptly
• Follow clinic scheduling rules and appointment protocols
• Manage the administrative email inbox

Patient Communication & Support

• Respond to patient inquiries and coordinate follow-ups
• Communicate lab results to patients when instructed
• Assist with prescription refill requests and clinical inquiries

Insurance Verification & Pre-Authorizations

• Verify insurance coverage before appointments
• Assist with pre-authorization inquiries
• Ensure patient coverage details are properly documented

Systems & Tools Used

• Athena Health EMR (primary system)
• Nextiva (phone system)
• Insurance verification portals
• Billing and claims systems
• Medical coding systems (CPT & ICD-10 familiarity)
• Patient scheduling platforms

Top 3 Role Priorities

• Answer incoming patient calls and schedule appointments promptly while following clinic scheduling protocols.
• Return missed calls and voicemails quickly to ensure patients receive timely assistance.
Handle insurance verification and pre-authorization inquiries to ensure patient appointments are properly prepared.

Requirements:
• Previous healthcare or medical office experience strongly preferred
• Experience using Athena Health EMR preferred
• Minimum 2+ years of customer service experience
• Medical or clinical background such as RN, Medical Assistant, or healthcare administration is preferred

Required Skills

EHR System Knowledge

• Experience with Athena Health or similar EHR systems
• Ability to navigate patient charts and scheduling systems

Strong Phone Communication Skills

• Professional and clear communication with patients
• Confidence handling high volumes of calls\

Insurance Verification Knowledge

• Familiarity with insurance eligibility checks
• Experience with pre-authorization inquiries

HIPAA Compliance Awareness

• Understanding of handling sensitive patient information

Administrative & Organizational Skills

• Highly organized and detail-oriented
• Ability to manage multiple tasks efficiently

Independent Work Ability

• Capable of working with minimal supervision
• Reliable and proactive in managing tasks

Deal Breakers

• No experience with Athena Health EMR or inability to learn it quickly
• Weak phone communication skills when handling patient calls
• No healthcare or medical office experience
• Poor understanding of HIPAA compliance and patient privacy
• Inability to follow clinic scheduling protocols
• Lack of reliability or slow response to missed calls and voicemails
• Difficulty working independently

Basic requirements

• 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)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.