Healthcare Virtual Assistant - Front Desk, Scheduling & Insurance Support

Winning Assistants, Inc.; United States; Remote; USD 7,000 - 8,000; Full time

Benefits offered by this job

HIPAA & Cybersecurity Training

Client-Approved Paid Time Off

Access to productivity tools

Job summary

Winning Assistants is looking for a Healthcare Virtual Assistant to provide front desk and scheduling support remotely. This role focuses on patient communications, appointment coordination, and insurance verification. Candidates must have healthcare experience and excellent communication skills.

The ideal applicant will work standard hours and receive training in HIPAA compliance. Pay ranges from $5 to $6 an hour, depending on experience. This is a long-term opportunity for those committed to delivering quality patient care.

Qualifications

• Medical office, healthcare, nursing, or clinical experience required.
• Experience using NexTech EHR strongly preferred.
• Excellent verbal communication skills.

Responsibilities

• Answer incoming patient calls efficiently.
• Schedule and confirm patient appointments.
• Verify patient insurance eligibility.

Skills

Excellent phone etiquette

Strong customer service skills

Attention to detail

Multitasking

Problem-solving abilities

Education

Experience in medical office/healthcare

Tools

NexTech EHR

Job description

Job Title: Healthcare Virtual Assistant – Front Desk, Scheduling & Insurance Support

Position Type: Full-Time

Work Hours: 8:30 AM – 5:00 PM CDT

Work Days: Monday – Thursday

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

Job Code: DCB-BFR

Workplace: Remote

Preferred Candidate Location: Philippines

About the Role

We are seeking a reliable and patient‑focused Healthcare Virtual Assistant to support a growing medical practice with front desk operations, patient scheduling, insurance verification, billing support, and administrative tasks.

The ideal candidate has experience working in a medical office environment, excels at patient communication, and can confidently manage phone calls, scheduling, insurance‑related tasks, and administrative workflows while maintaining a high level of professionalism and accuracy.

This is a long‑term opportunity for someone who is dependable, detail‑oriented, and committed to providing an exceptional patient experience.

Core Responsibilities

Phone Support & Patient Communication (Top Priority)

• Answer incoming patient phone calls professionally and efficiently
• Manage patient callbacks and follow‑up communications
• Respond to patient inquiries and administrative requests
• Provide excellent customer service and patient support through phone and electronic communication
• Handle patient concerns with professionalism and empathy

Appointment Scheduling & Coordination (Top Priority)

• Schedule, reschedule, and confirm patient appointments
• Manage no‑show appointments and rescheduling efforts
• Support patient check‑in and check‑out workflows
• Maintain accurate scheduling records within NexTech EHR

Insurance Verification & Claims

• Verify patient insurance eligibility and benefits
• Submit and follow up on prior authorizations
• Coordinate with insurance companies regarding claims and authorizations
• Assist with medical billing tasks and claims follow‑up
• Post patient payments accurately into the practice management system
• Maintain organized billing and account records

Administrative Support

• Update and maintain accurate patient records in NexTech EHR
• Support front desk and administrative operations as needed
• Assist with documentation and workflow management
• Ensure HIPAA compliance and patient confidentiality at all times

Software & Systems

• NexTech EHR (Primary System)

Key Performance Indicators (KPIs)

• Timely answering and management of incoming patient calls
• Accurate appointment scheduling and follow‑up communications
• Efficient handling of callbacks and patient inquiries
• Accurate insurance verification and prior authorization processing
• Proper payment posting and billing support
• Consistent patient satisfaction and customer service standards
• Reliable attendance and responsiveness during work hours

Requirements

• Medical office, healthcare, nursing, or clinical experience required
• Experience with patient scheduling and front desk operations preferred
• Experience with insurance verification, prior authorizations, or billing support preferred
• Experience using NexTech EHR strongly preferred
• Previous virtual assistant experience is a plus

Required Skills

• Excellent phone etiquette and verbal communication skills
• Strong customer service and patient support skills
• Knowledge of insurance verification and patient eligibility processes
• Familiarity with medical billing and payment posting
• Ability to multitask and manage competing priorities
• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Ability to work independently while following established workflows
• Strong problem‑solving and critical‑thinking abilities
• Comfortable handling confidential patient information
• Ability to learn new systems and adapt quickly

Deal Breakers

• No medical office, healthcare, or patient‑facing experience
• Poor English communication skills or weak phone presence
• Lack of reliability, frequent absences, or unstable work history
• Inability to multitask in a fast‑paced medical office environment
• Unwillingness or inability to learn NexTech EHR
• Poor attention to detail when handling patient records, payments, or insurance information
• Weak customer service skills or unprofessional communication
• Failure to maintain HIPAA compliance and patient confidentiality
• Unstable internet connection or unreliable remote work environment
• Seeking only short‑term employment
• Poor responsiveness during the hiring process

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 25 Mbps).
• Audio: Noise‑canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• 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.