Medical Virtual Assistant - Prior Authorization Specialist

Winning Assistants, Inc.; United States; Remote; USD 5,200 - 6,200; Part time

Benefits offered by this job

Dedicated HR & Contractor Support Team

Premium VPN Access (Optional)

HIPAA & Cybersecurity Training + Cert.

Top VA Performance Training

Client-Approved U.S. Holidays

Client-Approved PTO options

Access to Tools & Resources

Optional Performance-Based Incentives

Job summary

Winning Assistants, Inc. is seeking a Medical Virtual Assistant – Prior Authorization Specialist to support a Missouri-based behavioral health practice. This part-time, remote role requires strong prior authorization skills, excellent communication, and independent work in a central time zone schedule.

Responsibilities include managing prior authorizations, handling patient calls, and coordinating with pharmacies and insurers, while maintaining HIPAA-compliant records in Charm EHR.

Qualifications

• Hands-on prior authorization experience essential, with processing and follow-up.
• Background in behavioral health or medical administration preferred.
• Strong inbound/outbound call handling and patient coordination.
• Experience with scheduling, email management, referrals, and medical admin tasks.
• Excellent written and spoken English; HIPAA training or certification desirable.
• Detail-oriented, organized, and able to manage multiple tasks.
• Must be available to work the 20-hour weekly Central Time schedule.

Responsibilities

• Prior Authorization Management: process, track, and follow up on requests.
• Inbound & outbound call management: handling patient, pharmacy, and insurer inquiries.
• Medical Admin & EHR support: schedule appointments, manage referrals, emails, faxes, and patient messaging in Charm EHR.

Skills

Prior authorization

Behavioral health

Phone communication

Scheduling & emails

English proficiency

HIPAA training

Attention to detail

Tech-savvy healthcare software

Independent work

Central Time availability

Tools

Charm EHR

Ooma VoIP

Job description

Description

Job Title: Medical Virtual Assistant – Prior Authorization Specialist
Position Type: Part-Time (20 hours per week)
Work Schedule:

• Monday: 8:00 AM – 4:00 PM Central Time (7 paid hours)
• Tuesday: 8:00 AM – 4:00 PM Central Time (7 paid hours)
• Friday: 8:00 AM – 2:00 PM Central Time (6 paid hours)

Salary: $5–$6 per hour, depending on experience
Workplace: Remote
Preferred Candidate Location: Philippines

About the Practice

Our Client is looking for a detail-oriented and reliable Medical Virtual Assistant to support a growing psychiatric and addiction care practice based in Missouri, USA. The practice is dedicated to providing compassionate, patient-centered mental health and addiction treatment services.

The ideal candidate has hands-on prior authorization experience, strong phone communication skills, and a background in behavioral health or medical administration. You will help streamline daily operations, coordinate with patients, pharmacies, and insurance companies, and provide essential administrative support so the healthcare provider can focus on patient care.

Key Responsibilities

Top 3 Priorities

1. Prior Authorization Management (Top Priority)

• Process and follow up on prior authorization requests, particularly for medications.
• Coordinate with insurance companies and pharmacies to obtain approvals and resolve authorization issues.
• Track pending requests, monitor statuses, and maintain accurate documentation.

2. Inbound & Outbound Call Management

• Handle incoming and outgoing calls from patients, pharmacies, and insurance representatives.
• Respond to patient inquiries professionally and compassionately.
• Coordinate pharmacy communications and medication-related requests.
• Provide virtual receptionist support and assist with general front-desk inquiries.

3. Medical Administrative & EHR Support

• Schedule, reschedule, and coordinate patient appointments.
• Monitor, organize, and respond to emails.
• Process patient referrals and manage incoming and outgoing faxes.
• Monitor and respond to patient messages through Charm EHR.
• Maintain accurate patient records and support daily administrative operations.

Requirements

Must-Have Qualifications

• Hands-on prior authorization experience is essential, including processing, tracking, and following up on authorization requests.
• Previous experience in a behavioral health, mental health, or general healthcare setting.
• Strong inbound and outbound call-handling experience, including patient inquiries and pharmacy coordination.
• Experience with patient scheduling, email management, referrals, and medical administrative tasks.
• Excellent written and verbal English communication skills.
• HIPAA training or certification and a strong understanding of patient confidentiality.
• Strong attention to detail, organizational skills, and ability to manage multiple tasks accurately.
• Tech-savvy and comfortable navigating healthcare software and multiple systems.
• Reliable, proactive, self-motivated, and capable of working independently.
• Patient, compassionate, and professional when communicating with patients.
• Must be available to work the required 20-hour weekly schedule in Central Time.

Preferred Qualifications

• Previous experience supporting a psychiatric, behavioral health, or addiction treatment practice.
• Familiarity with Charm EHR or the ability to learn it quickly.
• Experience handling medication-related prior authorizations.
• Familiarity with Ooma VoIP or similar phone systems.
• Previous experience as a Medical Virtual Assistant or Virtual Medical Receptionist.

A medical degree or professional medical license is not required.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must 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.