Medical Virtual Assistant (Athena EMR & Concierge Primary Care)

Winning Assistants; United States; Remote; USD 8,300 - 9,600; Part time

Job summary

Winning Assistants, Inc. is seeking a Medical Virtual Assistant (Athena EMR & Concierge Primary Care) to provide administrative support for a US-based concierge practice.

This remote, part-time role runs 9:00 AM–2:00 PM ET, Mon, Tue, Thu, and Fri, with a pay rate of $6–$7 per hour. The ideal candidate has advanced Athena EMR experience and can work independently to optimize scheduling, documentation, and workflows.

Responsibilities

• Manage the physician's appointment schedule according to established scheduling preferences and practice-specific guidelines.
• Handle inbound patient calls, including appointment requests and inquiries, with timely responses.
• Organize and manage Athena EMR workflows for laboratory results and related tasks.
• Process insurance verification and manage prior authorizations with accuracy.
• Maintain complete and accurate patient records within Athena EMR, ensuring HIPAA compliance.
• Collaborate with the nurse, receptionist, and physician to support daily operations and minimize duplications.
• Escalate urgent or unclear issues according to established protocols.

Job description

Description

Job Title: Medical Virtual Assistant (Athena EMR & Concierge Primary Care)

Position type: Part-Time

Work hours: 9:00 AM to 2:00 PM Eastern Time (5 hours per day)

Work days: Monday, Tuesday, Thursday, and Friday

Salary: $6 - $7 per hour

Workplace: Remote

Preferred Candidate Location: Philippines

Our client is a U.S.-based concierge primary care practice dedicated to delivering personalized, high-quality healthcare and exceptional patient experiences. We are seeking a highly experienced, tech-savvy, and dependable Medical Virtual Assistant (Athena EMR & Concierge Primary Care) to provide comprehensive administrative support, optimize clinical workflows, and enhance daily practice operations.

This is an excellent opportunity for an experienced healthcare professional who thrives in a patient-centered environment, enjoys working with technology, and can independently manage complex administrative responsibilities.

As a Medical Virtual Assistant, you will play an essential role in patient scheduling, call management, laboratory result workflows, insurance verification, prior authorizations, and electronic health record management.

You will work closely with the physician, nurse, and receptionist to streamline administrative processes, maintain accurate patient records, and ensure patients receive the responsive, personalized service expected in a concierge medical practice.

The ideal candidate has advanced hands-on proficiency in Athena EMR (AthenaHealth), experience supporting U.S.-based healthcare or concierge primary care practices, and the ability to work independently with minimal supervision.

This is a strictly administrative support role focused on improving clinical and operational efficiency. You will not be responsible for making independent clinical decisions.

If you're an experienced Medical VA who enjoys solving problems, improving healthcare workflows, and making a meaningful impact on patient care, we'd love to hear from you!

Key Responsibilities

Patient Scheduling & Call Management (Top Priority)

• Independently manage the physician's appointment schedule according to established scheduling preferences and practice-specific guidelines.
• Ensure appointments are scheduled accurately, respecting the practice's limited daily patient volume and strict no-overbooking requirements.
• Understand and follow concierge primary care scheduling workflows and patient service expectations.
• Answer and manage inbound patient calls, including appointment requests, scheduling inquiries, and general administrative concerns.
• Provide call overflow support during busy periods or when the in-office receptionist is unavailable.
• Handle outbound calls, appointment confirmations, rescheduling requests, and patient callbacks.
• Respond promptly to patient inquiries, maintaining the practice's expectation of callbacks within approximately 20 minutes.
• Prioritize time-sensitive patient requests and coordinate appropriate follow-up.
• Manage patient communications through designated phone, email, text, and internal messaging channels.
• Maintain accurate scheduling records and document patient communications.
• Coordinate with existing staff to prevent duplicate callbacks, scheduling conflicts, or unnecessary communication.
• Escalate urgent concerns or matters requiring physician input according to established protocols.
• Deliver professional, empathetic, and personalized service to patients with high expectations.

Laboratory Result Management & Athena EMR Workflows (Top Priority)

• Manage and organize incoming laboratory results and outstanding result-related tasks within Athena EMR.
• Review laboratory result queues and categorize tasks according to established physician-approved protocols.
• Identify results requiring routine processing, physician review, or urgent escalation based on approved workflows.
• Process and close normal laboratory result tasks using pre-approved templates and authorized procedures.
• Send physician-approved templated communications to patients regarding normal laboratory results when authorized.
• Flag abnormal, urgent, unclear, or potentially concerning results for physician review and appropriate follow-up.
• Maintain accurate documentation of laboratory result communications, completed tasks, and pending actions.
• Monitor outstanding result-related tasks to prevent unnecessary backlogs.
• Help streamline laboratory result workflows and reduce administrative bottlenecks.
• Support the physician's goal of completing clinical notes and documentation on the same day.
• Follow HIPAA requirements and established protocols when handling sensitive clinical information.

EHR Documentation, Insurance & Prior Authorizations (Top Priority)

• Maintain accurate, complete, and organized patient records within Athena EMR / AthenaHealth.
• Create appropriate labels and categories for clinical documents.
• Upload, organize, and file clinical documents into the correct patient charts.
• Verify that insurance documents are uploaded correctly and stored in the appropriate sections of Athena.
• Ensure insurance information is accurate, current, and properly reflected in the patient's electronic record.
• Assist with insurance eligibility and benefits verification as needed.
• Manage administrative aspects of prior authorization requests, including collecting required information, preparing submissions, tracking authorization status, and following up with insurance providers.
• Identify missing or inconsistent insurance information and coordinate necessary corrections.
• Support medical billing-related administrative workflows and insurance inquiries.
• Review patient charts for missing, duplicated, incorrectly filed, or incomplete documentation.
• Maintain organized electronic records and ensure outstanding documentation tasks are addressed.
• Assist with reducing existing administrative backlogs and preventing new ones from accumulating.
• Identify opportunities to replace manual or paper-based processes with more efficient digital workflows.

Patient Check-In & Chart Reconciliation

• Assist with patient check-in and pre-appointment preparation workflows.
• Review and verify patient demographic information and social history updates.
• Ensure medication lists, allergies, and vaccination records are accurately documented in Athena.
• Support medication and vaccination reconciliation by comparing available records, identifying discrepancies, and routing items requiring clinical review.
• Verify that patient-provided information is accurately imported or reflected in the appropriate chart sections.
• Identify incomplete, outdated, or inconsistent patient information and coordinate corrections with authorized clinical staff.
• Maintain organized and accurate patient records to support efficient appointments and continuity of care.

External Communication & Administrative Support

• Contact specialists, referring providers, and other medical offices on behalf of the physician when authorized.
• Coordinate administrative inquiries, documentation requests, referrals, and follow-up communications.
• Track outstanding requests and document communication outcomes.
• Provide additional back-end administrative support as needed.
• Assist with organizing high-volume administrative tasks and outstanding EHR work queues.
• Identify workflow inefficiencies and recommend practical improvements.
• Help modernize administrative processes through improved digital documentation, task organization, and workflow standardization.
• Maintain accurate records and communicate relevant updates to the appropriate team members.
• Work independently while following established procedures and physician-specific preferences.

Team Collaboration & Workflow Coordination

• Collaborate effectively with the existing nurse, receptionist, and physician to support smooth daily operations.
• Complement the in-office team's responsibilities by providing additional administrative and technical support.
• Coordinate patient communications and scheduling activities to prevent duplicate work or unnecessary follow-ups.
• Follow clear communication and escalation protocols to minimize interruptions to clinical operations.
• Independently resolve routine administrative concerns within the scope of established procedures.
• Escalate urgent, unclear, or clinically sensitive matters to the appropriate team member.
• Provide concise, organized updates rather than requiring frequent supervision or check-ins.
• Respect established team workflows while proactively identifying opportunities to improve efficiency.
• Maintain a collaborative, respectful, and solutions-oriented approach when supporting existing staff.

Top 3 Priorities

1. Precise Scheduling Management & Responsive Patient Communication

Take ownership of the physician's schedule by following specific appointment preferences, respecting limited patient volume, and preventing overbooking. Manage incoming calls, call overflow, and patient callbacks while maintaining the prompt, personalized service expected in concierge primary care.

2. Laboratory Result Management & Accurate Clinical Documentation

Efficiently manage Athena laboratory result queues, process routine results through physician-approved workflows, and escrow abnormal or urgent findings for clinical review. Ensure clinical documents are accurately labeled, organized, and filed in the correct patient charts.

3. Insurance, Prior Authorizations & EHR Organization

Maintain accurate insurance documentation within Athena, assist with insurance verification and prior authorizations, and ensure patient records are complete, current, and properly organized. Help reduce