Medical Virtual Assistant - Spine Surgery

Job Title: Medical Virtual Assistant – Spine Surgery

Position type: Full-Time

Work hours: 8:00 AM – 5:00 PM Pacific Time (PST)

Work days: Monday – Friday

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

Job code: TravisL-SpineSX

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work/Responsibilities

We are seeking an experienced Medical Virtual Assistant (VA) with a strong background in spine surgery authorizations and insurance processes to join our growing team. This role is ideal for someone who has hands-on experience with surgery authorizations and can hit the ground running with minimal supervision.

This is a non-patient-facing role, focused specifically on surgery authorizations, insurance appeals, and insurance portal navigation.

Role Overview

The Medical Virtual Assistant will support a Spine Surgery practice by managing insurance authorizations, handling appeals, navigating insurance portals, and coordinating documentation. The ideal candidate is proactive, detail-oriented, and experienced in dealing directly with insurance companies.

This position requires:

• Strong call management skills
• Real-time client interaction
• Care coordination
• Proactive problem-solving with minimal supervision

Key Responsibilities

Priority 1:

• Surgery Authorization Handling
• Manage and process surgery authorizations for orthopedic spine procedures
• Submit clinical documentation to insurance providers
• Track authorization status and follow up as needed
• Ensure timely approval to avoid surgery delays

Priority 2:

• Insurance Portal Navigation & Access
• Navigate various insurance portals efficiently
• Gain and manage access to insurance platforms
• Upload documentation and track submissions
• Monitor portal communications and updates

Priority 3:

• Insurance Company Communication & Appeals
• Make outbound calls to insurance companies
• Handle authorization follow-ups and status checks
• Manage denials and initiate appeals
• Prepare and submit appeal documentation
• Understand and execute the full authorization and appeals process

Additional Responsibilities

• Claims processing and insurance verification
• Medical coding (especially spine surgery codes)
• Handle patient inquiries and correspondence (if needed internally)
• Document preparation (reports, spreadsheets, presentations)
• Maintain organized tracking systems (Google Sheets)
• Reference clinical notes using EHR/EMR systems

Systems & Tools Used

• EHR/EMR Systems: Athena, EPIC, Cerner
• Google Workspace: Especially Google Sheets
• Communication Tools: Slack, Salesforce, WhatsApp, Skype, Microsoft Teams
• Phone System: Internet-based system (managed by IT)
• CRM/Messaging Platforms

Must-Have Requirements

• Insurance Portal Experience
• Surgery Authorization Experience (must have prior hands-on experience)
• Insurance Company Communication Skills
• Strong Understanding of Authorization & Appeals Process
• Experience with EHR systems (Athena, EPIC, Cerner)
• Ability to work independently with minimal supervision

Technical Skills Required

• Insurance portal navigation
• Surgery authorization processing
• Insurance appeals handling
• Spine surgery coding knowledge
• Prior authorization management
• Insurance company communication
• Proficiency with Google Sheets and documentation tracking

Nice-to-Have (Not Deal Breakers)

• Spine surgery code expertise
• Understanding of Worker’s Compensation cases
• Experience in orthopedic or spine specialty practices

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.

Who We’re Looking For

• Detail-oriented and organized
• Proactive and solution-driven
• Experienced in spine or orthopedic surgery authorizations
• Comfortable communicating directly with insurance companies
• Able to manage high volumes of authorization requests
  

If you have prior experience handling surgery authorizations and are confident navigating insurance portals and appeals processes, we encourage you to apply.

• 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.