Virtual Medical Administrative Assistant

Job Title: Virtual Medical Administrative Assistant

Position Code: DT-RCG

Position Type: Full-Time (40 hours per week)

Work Hours: Between 8:30 AM – 5:30 PM EDT

Work Days: Monday – Friday

Salary: Starting at $5 - $6 per hour (depending on experience)

About Our Client

A busy and growing mental and behavioral health clinic is seeking an organized, reliable, and proactive Medical Virtual Assistant to provide high-quality administrative, patient support, and marketing assistance. This role has become an urgent hire due to an immediate staffing gap, and will be key to ensuring smooth day-to-day clinic operations, a positive patient experience, and consistent outreach to partners and referrals.

Key Responsibilities

Reception & Patient Support

• Handle all inbound phone calls (VoIP system) and promptly respond to patient inquiries via phone, email, and text.
• Schedule and confirm appointments, send reminders, and manage client follow-ups.
• Oversee calendar management to ensure therapists’ schedules run efficiently.
• Provide exceptional customer service with empathy and professionalism at all times.

Billing & Insurance Coordination

• Support billing processes, including basic claims follow-up and payment coordination.
• Communicate with insurance companies as needed for billing-related matters.
• Assist with credentialing new clinicians with insurance companies (approx. six times per year; training and step-by-step instructions provided).

Marketing & Outreach

• Conduct outreach to referrals and professional partners, sharing updates about new clinicians and services.
• Generate and send client surveys to gather feedback and improve services.
• Support social media activities, including scheduling posts, creating content, and monitoring engagement.
• Assist in creating and publishing blog content related to mental and behavioral health to boost website traffic.

Administrative Support

• Prepare and organize documents, reports, spreadsheets, and presentations.
• Manage telehealth platforms for virtual sessions.
• Maintain a zero-inbox standard for email communications.

Requirements:
Required Skills & Experience

• Minimum 1 year of relevant work experience in healthcare administration, medical reception, or similar roles.
• Strong phone handling skills with a neutral or undetectable accent.
• Proficiency in SimplePractice (EHR), Google Workspace (G Suite), and VoIP call systems.
• Familiarity with billing processes and basic insurance communication.
• Experience with marketing outreach, content creation, and blogging for healthcare topics.
• Strong organizational skills, consistency, and follow-through.

Performance Expectations (KPIs)

• Conversion Rate: 90% of inquiries booked into appointments.
• Responsiveness: Immediate follow-up on all new patient inquiries.
• Quality Feedback: Positive results on patient onboarding surveys.
• Inbox Management: Maintain zero unread or unattended messages.

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.