Live Medical Virtual Receptionist

Job Title: Live Medical Virtual Receptionist

Position type: Full-time

Work hours: 8:20 AM – 5:20 PM Central Daylight Time (40+ hours/week)

Work days: Monday to Friday

Salary: $5 – $7 per hour depending on experience

Job code: RC-HH&W

Workplace: Remote

Preferred Candidate Location: Philippines or Latin America

About the Role:

The Medical Virtual Receptionist plays a central role in the day-to-day clinical workflow of the practice. This is not a basic scheduling position—this role requires someone who can function as an extension of the provider, ensuring that both administrative and clinical support tasks are executed with precision and urgency.

You will be working closely with the physician during virtual patient visits, stepping in immediately after consultations to assist with documentation, orders, and follow-ups. This position is ideal for someone who understands the full patient journey, from intake to post-visit coordination, and can proactively anticipate next steps.

Given the current backlog of 450–500 charts, the role is also critical in restoring operational efficiency. Your ability to stay organized, prioritize effectively, and maintain high-quality output will directly impact the provider’s ability to focus on patient care and maintain work-life balance.

Key Responsibilities:

1. Chart Management & Medical Documentation

• Accurately document patient encounters in the EHR immediately after virtual visits
• Ensure completeness of charts, including diagnoses, treatment plans, and provider notes
• Review and update patient records for accuracy and compliance
• Maintain strict attention to detail to avoid errors in medical documentation

2. Virtual Visit Support

• Join virtual consultations in a support capacity
• Communicate directly with the provider after patient interactions to confirm next steps
• Assist in entering orders, referrals, and notes in real-time or shortly after the visit
• Act as a second set of eyes to ensure nothing is missed during patient encounters

3. Referral & Care Coordination

• Process imaging and specialist referrals efficiently
• Coordinate with external facilities and providers for scheduling
• Track referral status and ensure completion
• Follow up with patients and providers to close the loop on all referrals

4. Patient Communication & Follow-Ups

• Conduct lab and imaging results calls with professionalism and empathy
• Handle prescription refill requests and coordinate with pharmacies
• Respond to patient inquiries via phone, email, or messaging platforms
• Ensure patients clearly understand next steps, instructions, and care plans

5. Administrative & Front Desk Support

• Manage scheduling, rescheduling, and appointment confirmations
• Handle inbound and outbound patient communications
• Organize provider inbox and prioritize urgent messages
• Support daily administrative workflows to keep operations running smoothly

6. Backlog Reduction & Workflow Efficiency

• Actively work on reducing the current backlog of charts (450–500 pending)
• Prioritize time-sensitive documentation and follow-ups
• Identify inefficiencies and suggest process improvements when possible
• Maintain consistency in output without compromising quality

What Success Looks Like in This Role:

• Charts are completed accurately and on time with minimal revisions
• Referrals and follow-ups are closed efficiently without delays
• Patient communication is handled professionally and empathetically
• Administrative backlog is significantly reduced
• The provider can confidently delegate tasks, knowing they will be completed with quality

Experience & Technical Skills

• Proven experience as a Medical Virtual Assistant, Medical Receptionist, or similar role
• Hands-on experience with EHR systems (strongly preferred; or similar acceptable)
• Familiarity with clinical workflows, including charting, referrals, and patient coordination
• Experience using communication and CRM tools such as Slack, Salesforce, WhatsApp, and Skype

Core Competencies

• Exceptional attention to detail – critical for accurate medical documentation
• Strong organizational and multitasking skills in a fast-paced environment
• Ability to prioritize tasks effectively and meet deadlines
• High level of accountability and reliability

Communication Skills

• Clear and professional verbal and written communication
• Ability to confidently interact with both patients and healthcare providers
• Strong listening skills to accurately capture and relay medical information

Personal Attributes

• Trustworthy and capable of handling sensitive patient information (HIPAA compliance)
• Proactive and solution-oriented mindset
• Comfortable working independently in a remote setting while staying aligned with the team
• Willingness to learn and adapt

Preferred Qualifications

• Bilingual skills (depending on patient population needs)
• Prior experience supporting virtual care or telehealth environments
• Background in healthcare (e.g., medical assistant, nursing, healthcare VA)

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