Medical Administrative Assistant

Job Title: Medical Administrative Assistant / Patient Care Coordinator

Job Code: RNaim-OT

Position Type: Full-Time

Work Hours: 9:00 AM – 5:00 PM Pacific Time (PST)

Work Days: Monday to Friday

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

Workplace: Remote

Preferred Candidate Location: Philippines 

Role Overview

We are looking for a highly organized, emotionally resilient, and proactive Medical Administrative Assistant / Patient Care Coordinator to support daily healthcare operations in a fast-paced, client-facing environment.

This role is essential to keeping operations running smoothly — from scheduling and authorizations to patient communication and therapist coordination. You’ll play a major role in ensuring timely appointments, full therapist utilization, zero missed authorizations, and exceptional patient experiences.

The ideal candidate is business-minded, resourceful, confident in escalating concerns when needed, and comfortable handling sensitive client interactions with professionalism.

Cultural alignment matters.

Scope of Work / Responsibilities

Scheduling & Operations

• Schedule appointments for new and existing patients (same-day or within 24 hours whenever possible)
• Optimize dispatching and geographic routing for home-based therapy visits
• Maintain high therapist schedule utilization with minimal gaps
• Coordinate closely with therapists and healthcare providers
  

Authorization & Insurance

• Track insurance authorizations and flag expirations at least two weeks in advance
• Coordinate authorization renewals, progress reports, and follow-ups
• Support claims processing and insurance verification
• Ensure zero missed or expired authorizations
  

Patient & Provider Support

• Manage patient records in the EMR system (ENSORA – training provided)
• Act as the main liaison between patients, therapists, and external coordinators
• Professionally handle upset or demanding clients with emotional resilience
  

Phone, Email & Communication

• Manage inbound and outbound calls via Zoom Phone
• Ensure same-day follow-up on voicemails and client inquiries
• Manage emails and texts: sorting, prioritizing, and responding
• Assist with newsletters and updates when needed
  

Reporting & Administrative Support

• Prepare daily or weekly operational reports highlighting risks, issues, and recommendations
• Support payroll tracking (PTO and time-off monitoring; client submits payroll)

• Maintain accurate documentation and consistent task follow-through

Tools & Systems

• EMR: ENSORA (experience with any EHR is sufficient)
• VoIP: Zoom Phone (RingCentral or similar is a plus)
• Communication: Slack, Salesforce, WhatsApp, Skype
• Video Conferencing: Zoom Meeting, Google Meet
• Email: Outlook

Key Performance Expectations

• Same-day or within-24-hour scheduling of new referrals
• High therapist utilization with minimal scheduling gaps
• Zero missed or expired authorizations
• Authorization flags sent at least two weeks in advance
• Same-day voicemail follow-ups
• Consistent daily or weekly reporting with action items
  

Experience Requirements

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

Basic Requirements

• Excellent spoken and written English communication skills
• Relevant administrative or healthcare support experience
• Ability to submit NBI Clearance and/or Local Police Clearance before onboarding (mandatory)
• Comfortable attending video meetings with camera on when required
• Confident working in a client-facing healthcare environment

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