Medical Virtual Assistant - Spine Surgery

Job Title: Medical Virtual Assistant – Spine Surgery

Position type: Full-Time

Work hours: 8:00 AM – 5:00 PM Pacific Time (PST)

Work days: Monday – Friday

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

Job code: TravisL-SpineSX

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work/Responsibilities

We are seeking an experienced Medical Virtual Assistant (VA) with a strong background in spine surgery authorizations and insurance processes to join our growing team. This role is ideal for someone who has hands-on experience with surgery authorizations and can hit the ground running with minimal supervision.

This is a non-patient-facing role, focused specifically on surgery authorizations, insurance appeals, and insurance portal navigation.

Role Overview

The Medical Virtual Assistant will support a Spine Surgery practice by managing insurance authorizations, handling appeals, navigating insurance portals, and coordinating documentation. The ideal candidate is proactive, detail-oriented, and experienced in dealing directly with insurance companies.

This position requires:

• Strong call management skills
• Real-time client interaction
• Care coordination
• Proactive problem-solving with minimal supervision

Key Responsibilities

Priority 1:

• Surgery Authorization Handling
• Manage and process surgery authorizations for orthopedic spine procedures
• Submit clinical documentation to insurance providers
• Track authorization status and follow up as needed
• Ensure timely approval to avoid surgery delays

Priority 2:

• Insurance Portal Navigation & Access
• Navigate various insurance portals efficiently
• Gain and manage access to insurance platforms
• Upload documentation and track submissions
• Monitor portal communications and updates

Priority 3:

• Insurance Company Communication & Appeals
• Make outbound calls to insurance companies
• Handle authorization follow-ups and status checks
• Manage denials and initiate appeals
• Prepare and submit appeal documentation
• Understand and execute the full authorization and appeals process

Additional Responsibilities

• Claims processing and insurance verification
• Medical coding (especially spine surgery codes)
• Handle patient inquiries and correspondence (if needed internally)
• Document preparation (reports, spreadsheets, presentations)
• Maintain organized tracking systems (Google Sheets)
• Reference clinical notes using EHR/EMR systems

Systems & Tools Used

• EHR/EMR Systems: Athena, EPIC, Cerner
• Google Workspace: Especially Google Sheets
• Communication Tools: Slack, Salesforce, WhatsApp, Skype, Microsoft Teams
• Phone System: Internet-based system (managed by IT)
• CRM/Messaging Platforms
•

Requirements:
Must-Have Requirements

• Insurance Portal Experience
• Surgery Authorization Experience (must have prior hands-on experience)
• Insurance Company Communication Skills
• Strong Understanding of Authorization & Appeals Process
• Experience with EHR systems (Athena, EPIC, Cerner)
• Ability to work independently with minimal supervision

Technical Skills Required

• Insurance portal navigation
• Surgery authorization processing
• Insurance appeals handling
• Spine surgery coding knowledge
• Prior authorization management
• Insurance company communication
• Proficiency with Google Sheets and documentation tracking

Nice-to-Have (Not Deal Breakers)

• Spine surgery code expertise
• Understanding of Worker’s Compensation cases
• Experience in orthopedic or spine specialty practices

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.

Who We’re Looking For

• Detail-oriented and organized
• Proactive and solution-driven
• Experienced in spine or orthopedic surgery authorizations
• Comfortable communicating directly with insurance companies
• Able to manage high volumes of authorization requests

If you have prior experience handling surgery authorizations and are confident navigating insurance portals and appeals processes, we encourage you to apply.

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.