Medical Virtual Assistant | Care Coordination, Prior Auth & Exec Support

Job Type: Part-Time (20 hours/week)

Salary: $5.00–$6.00 USD per hour

Schedule: Monday to Friday

Working Hours: 9:00 AM – 1:00 PM Eastern Time (EST) Flexibility to assist with occasional urgent healthcare matters when necessary

About the Role

INC is seeking a highly organized, proactive, and experienced Medical Virtual Assistant to provide executive-level healthcare administrative support. This role focuses on coordinating complex healthcare needs, managing medical appointments, insurance processes, medical records, and provider communications while ensuring exceptional organization, confidentiality, and continuity of care.

This is an excellent opportunity for an experienced Medical Virtual Assistant seeking a long-term, stable position.

Primary Responsibilities

Healthcare Coordination (Primary Priority)

• Schedule and manage medical, dental, physical therapy, specialist, concierge physician, neurology, executive health, and wellness appointments.
• Coordinate referrals, imaging, laboratory work, blood tests, and follow-up care.
• Confirm appointments and complete all required pre-visit paperwork.
• Monitor healthcare portals daily for:
• Provider messages
• Test results
• Prescription updates
• Required follow-up actions
• Communicate professionally with physicians, specialists, clinics, pharmacies, and healthcare providers to ensure seamless continuity of care.
• Coordinate travel-related medical appointments when necessary.

Medical Records & Care Management

• Review medical reports, provider visit summaries, and treatment recommendations.
• Identify required follow-up actions, medication changes, referrals, and ongoing treatment plans.
• Maintain organized electronic medical records and healthcare documentation.
• Track provider recommendations and ensure all action items are completed.
• Maintain healthcare trackers, visit history logs, and medical documentation.

Insurance Eligibility, Prior Authorizations & Medical Billing

• Verify insurance eligibility and patient benefits.
• Obtain and manage prior authorizations.
• Coordinate insurance approvals for procedures, imaging, specialists, and treatments.
• Follow up on pending authorizations.
• Communicate with insurance companies regarding claims, reimbursements, billing questions, and coverage issues.
• Work directly with providers and billing departments to resolve insurance-related concerns.
• Maintain accurate documentation of all insurance activities.

Medications, Supplements & Wellness Management

• Coordinate prescription refill requests.
• Communicate with pharmacies regarding medication updates and dosage changes.
• Track medication and supplement inventory to prevent interruptions.
• Coordinate supplement ordering and functional medicine programs.
• Assist with preventive healthcare, nutrition programs, and wellness initiatives.

Appointment Scheduling & Executive Administrative Support

• Manage complex healthcare calendars.
• Conduct proactive calendar reviews and resolve scheduling conflicts.
• Coordinate appointments across multiple healthcare systems.
• Organize travel-related healthcare logistics.
• Assist with executive administrative tasks as needed.
• Maintain accurate scheduling records and reminders.

Tracking, Documentation & Follow-Through

• Maintain detailed task trackers and healthcare logs.
• Ensure all open items receive timely follow-up until resolved.
• Monitor pending referrals, prescriptions, insurance matters, and provider communications.
• Prepare concise weekly status updates.
• Escalate urgent healthcare matters promptly.

Additional Areas of Support

• Healthcare appointment coordination and provider communication
• Medical records review, follow-up actions, and continuity of care
• Prescription, supplement, insurance, and wellness management
• Executive healthcare administration
• Healthcare scheduling and insurance coordination
• HIPAA-compliant handling of confidential medical information

Required Qualifications

• Minimum 2+ years of experience supporting U.S. healthcare providers, medical practices, or healthcare executives.
• Strong experience with:
• Medical scheduling
• Insurance eligibility verification
• Prior authorizations
• Healthcare administrative workflows
• Provider communication
• Solid understanding of:
• Medical terminology
• HIPAA compliance
• Medical records management
• Insurance coordination
• Experience reviewing medical documentation and identifying required follow-up actions.
• Excellent organizational and multitasking abilities.
• Strong written and verbal English communication skills.
• Ability to work independently with minimal supervision.
• Exceptional attention to detail and accuracy.
• Reliable internet connection and dedicated home office.
• Long-term commitment and excellent attendance record.

Preferred Qualifications

Experience with any of the following is highly preferred:

• Concierge Medicine
• Executive Health Programs
• Functional Medicine
• Executive Assistant support for senior executives
• Medical records review and care coordination
• Microsoft Office 365
• SharePoint
• Epic MyChart
• MyUHealthChart
• Other healthcare patient portals

Software & Systems Experience

Candidates with experience using any of the following are highly preferred:

EHR / Healthcare Portals

• Epic MyChart
• MyUHealthChart
• Online provider portals
• EMR/EHR systems

Productivity Tools

• Microsoft Office 365
• SharePoint

Communication Platforms

• Slack
• Salesforce
• WhatsApp
• Skype
• Vonage VOIP

What We're Looking For

We're seeking someone who is:

• Highly proactive and organized
• Detail-oriented and dependable
• Professional and discreet
• Comfortable communicating with physicians, specialists, pharmacies, and insurance companies
• Able to manage multiple priorities simultaneously
• Self-directed with excellent follow-through
• Passionate about delivering exceptional administrative healthcare support
• Interested in building a long-term working relationship

Deal Breakers

Candidates may not be considered if they:

• Lack of healthcare administrative experience.
• Have limited knowledge of medical terminology, HIPAA, insurance verification, or provider communication.
• Require constant supervision or struggle to work independently.
• Have poor organizational or follow-up skills.
• Demonstrate unreliable attendance or frequent job changes.
• Cannot maintain confidentiality when handling sensitive healthcare information.
• Are unavailable during the required working hours.
• Lack of executive assistant or high-level administrative support experience.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• 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.

• 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, training, or allowances listed are optional contractor perks and not employee benefits.