Medical Virtual Assistant - Occupational Medicine

Winning Assistants; United States; On-site; USD 7,000 - 8,000; Full time

Benefits offered by this job

HIPAA training

VPN access

US holidays off

Performance incentives

Contractor support

Job summary

Santa Barbara Cottage Hospital in the United States seeks a Medical Virtual Assistant in Occupational Medicine to support scheduling, phone handling, and insurance verification within a remote setup.

The ideal candidate has healthcare admin experience, strong communication skills, and the ability to remain professional with frustrated patients while maintaining accuracy and attention to detail across EMR systems such as Athena Health.

Qualifications

• Healthcare administration experience is required.
• Experience scheduling and following up with patients.
• Proficient phone handling and patient communication.
• Experience with EMR/EHR systems, preferably Athena Health.

Responsibilities

• Schedule and manage patient appointments and follow ups.
• Handle calls professionally using VOIP tools.
• Verify workers’ compensation insurance workflows and providers.
• Coordinate patient care details and document accurately in EMR.

Skills

Healthcare admin

Scheduling

Phone handling

EMR/EHR

English proficiency

Customer service

Tools

Athena Health EMR

RxMD

Teams

Microsoft 365 Mail

Job description

Description

Job Title: Medical Virtual Assistant - Occupational Medicine
Position Type: Full-Time
Work Hours: 8:00 AM - 5:00 PM Pacific Time
Work Days: Monday to Friday
Breaks: 30-minute break and two 15-minute breaks; may vary depending on clinic volume
Salary: $5-$6 per hour, depending on experience
Workplace: Remote
Preferred Candidate Location: Philippines

About the Client & Role

Our client is an occupational medicine clinic startup focused on supporting workers’ compensation patients. They are looking for a reliable, proactive, and detail-oriented Medical Virtual Assistant - Occupational Medicine to support scheduling, phone handling, workers’ compensation insurance verification, patient coordination, and administrative workflows.

This role is ideal for someone with healthcare administrative experience, strong phone communication skills, and the ability to handle difficult or frustrated patients with professionalism and empathy. The right candidate should be resourceful, coachable, honest, proactive, and able to complete tasks with strong attention to detail so the doctor does not need to follow up repeatedly.

Scope of Work / Responsibilities

Scheduling, Phone Handling & Appointment Management

• Schedule, manage, and coordinate patient appointments.
• Follow up with patients consistently to help get them scheduled.
• Coordinate with clinics, physical therapy offices, pharmacies, and other care-related contacts as needed.
• Handle phone calls professionally using phone systems and VOIP tools.

Workers’ Compensation Insurance Verification

• Support workers’ compensation insurance verification workflows.
• Help identify the patient’s employer first, then determine the appropriate workers’ compensation insurance provider.
• Assist with State L&I, Sedgwick, and private workers’ compensation-related verification.
• Contact claim managers to gather information and request authorization when needed.
• Training will be provided for the client’s specialized workers’ compensation insurance process.

Patient Care & Administrative Coordination

• Coordinate patient care details and authorization requests with claim managers.
• Maintain accurate documentation and ensure nothing is overlooked.
• Support daily administrative tasks using the client’s EMR and communication systems.

Tools You’ll Use

• Athena Health EMR
• RxMD in the future
• Phone systems and VOIP tools
• Microsoft Teams
• Microsoft email
• Other clinic, scheduling, and administrative systems as needed

Requirements

Experience Requirements

• Healthcare Administrative Experience: Required. Candidates must have previous experience in healthcare administration, medical office support, patient coordination, virtual receptionist work, or a similar healthcare support role.

• Scheduling & Appointment Management Experience: Required. Candidates must be comfortable managing patient schedules, coordinating appointments, and following up with patients to get them scheduled.

• Phone Handling / Receptionist Experience: Required. Candidates must have experience handling patient calls professionally and confidently.

• Workers’ Compensation Experience: Preferred but not required. The client uses a highly specialized workers’ compensation-only insurance model, including State L&I, Sedgwick, and private workers’ compensation. This role does not handle Medicare, Medicaid, or standard private insurance. Training will be provided.

• Insurance Verification Experience: Required. Candidates must have experience verifying insurance coverage, contacting insurance or claim representatives, documenting insurance information accurately, and following insurance-related workflows.

• EMR Experience: Required. Candidates must have experience using healthcare EMR/EHR systems. Experience with Athena Health is preferred.

Communication & Core Qualifications

• Strong phone communication and customer service skills.
• Patient, empathetic, and professional when handling difficult or frustrated patients.
• Resourceful, proactive, and able to complete tasks with minimal follow-up.
• Highly organized with strong attention to detail.
• Coachable, honest, dependable, and comfortable learning multiple systems.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.