Healthcare Virtual Assistant - Patient Intake & Billing

Job Title: Healthcare Virtual Assistant – Patient Intake & Billing

Position Type: Full-time

Work Hours: 8:00 AM – 4:00 PM EST

Work Days: Monday to Friday

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

Job Code: [KE-HPP]

Workplace: Remote

Preferred Candidate Location: Philippines

About Our Client

Our client is a growing U.S.-based healthcare practice led by a psychiatric nurse practitioner. Due to rapid patient growth (from 3–5 patients per day to 15–20 patients daily), the practice is seeking a reliable, HIPAA-trained Medical Virtual Assistant to support daily operations and deliver exceptional patient care.

This role is critical to maintaining excellent patient experience, timely communication, and efficient medical administration while handling highly sensitive patient information with care and professionalism.

Scope of Work / Responsibilities

Core Virtual Assistant Responsibilities

• Answer incoming patient calls promptly and professionally
• Conduct patient intake through platforms such as Zocdoc, Headway, and Charm EHR
• Verify patient insurance details (coverage, copays, eligibility)
• Schedule patient appointments accurately and efficiently
• Generate and send invoices through Charm EHR or the client’s accounting system
• Respond to patient emails (limited volume, timely responses expected)
• Enter and update patient information in Charm EHR, Zocdoc, and Headway
• Maintain strict HIPAA compliance when handling all patient data

Additional / Specialized Responsibilities (Optional)

• Billing and revenue cycle management
• Claims follow-ups and denial handling
• Full revenue cycle management support

Key Expectations

• Deliver excellent customer service at all times
• Maintain punctual communication and reliability
  Respond to patient needs efficiently and professionally
• Handle sensitive medical information with discretion and care

Experience Requirements

• Medical education or degree: Preferred but not required
• Previous experience as a Virtual Assistant: Preferred but not required
• Medical license (MD, RN, NP, PT, etc.): Preferred but not required

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

• 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.