Medical Virtual Assistant - Front Desk & Administrative Support

Job Title: Medical Virtual Assistant – Front Desk & Administrative Support
Position Type: Part-time
Work Hours: 8:30 AM – 12:30 PM PST (Pacific Standard Time)
Work Days: Monday to Friday
Salary: $5–$6 per hour (depending on experience)
Job Code: [M-BBSL]
Workplace: Remote
Preferred Candidate Location: Philippines

About the Role

We are seeking a detail-oriented Virtual Assistant to support a healthcare practice specializing in Speech Language Pathology (SLP) and Occupational Therapy (OT). This role serves as a remote front desk receptionist and general administrative assistant, with a strong focus on high-volume appointment scheduling, payroll and HR preparation support, administrative coordination, and professional communication with patients and referral partners.

The ideal Virtual Assistant is a self-starter who requires minimal hand-holding, demonstrates strong problem-solving skills, and is highly organized and proactive. They communicate clearly, professionally, and in a patient-centered manner with patients, families, and team members

Scope of Work & Responsibilities

Primary Responsibilities (Top Priorities)

• Appointment scheduling and rescheduling (including last-minute changes), including handling inbound and outbound calls (follow-ups + rescheduling)
• Referral support and follow-up. Must track where each referral is in the process and must stay on top of timely outreach so referrals aren’t lost.
• Payroll/HR preparation support, including cross-checking timekeeping and pulling simple reports for approval (Cross-checking employee hours vs. EMR visits for accuracy)

Additional Responsibilities

• Data entry involving ongoing documentation and spreadsheet updates
• Support intake processing as needed
• Handle patient inquiries and general correspondence professionally
• Provide general front desk and administrative support
• Patient records management / admin updates in the EMR.
• Pull simple reports from the EMR (visits/attendance).
• Compiling visit lists/reports for billing preparation (supporting the billing workflow)
• Maintain organized digital records using Google Drive and Excel

Experience & Skill Requirements

• At least 1 year of experience in medical virtual assistance, handling appointment scheduling, receptionist duties, referrals, intakes, and related administrative tasks
• Prior experience in a Speech Language Pathology (SLP) or Occupational Therapy (OT) setting (strongly preferred)
• Experience using EMR/EHR systems; Zanda experience preferred but not required
• Experience with HR and payroll preparation; Gusto experience preferred (or ability to learn)
• Strong data entry skills with high attention to accuracy
• Proficiency in Google Drive and Excel
• Ability to communicate professionally with patients, families, and referral partners

Basic requirements

• Must be highly proficient in spoken and written English with zero or minimal accent
• Must have relevant healthcare administrative 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)
• Must be reliable, consistent, and comfortable working as a dedicated Virtual Assistant

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.