Virtual Medical Office Manager

Lowcountry Medical Practice Management; Charleston (SC); Remote; USD 20,664 - 27,552; Part time

Job summary

A healthcare service provider is seeking a Virtual Medical Office Manager for a part-time remote position (15–20 hours/week). Responsibilities include managing patient communications, coordinating appointments, ensuring privacy adherence, and maintaining financial ledgers. Applicants should possess critical thinking and strong communication skills, along with a high school diploma and at least two years of healthcare experience. Experience in an allied health field is preferred but not required. Pay is determined based on experience, and no medical benefits are included.

Qualifications

• Experience managing patient interactions in healthcare settings is essential.
• Ability to work with practice management systems required.
• Understanding of HIPAA Rules and patient confidentiality is critical.

Responsibilities

• Attend to patients via phone, coordinating appointments and documentation.
• Register new patients and assist with necessary forms and documentation.
• Ensure accuracy of patient information and collect payments.

Skills

Critical thinking

Communication

Financial literacy

Patient management

Education

High School Diploma or GED

Associates or Certificate in Allied Health

2+ years experience in healthcare

Job description

Virtual Medical Office Manager – Part Time (15–20 Hours per Week)

Attend to patients on the phone via text message and/or voice calls. Coordinate and organize appointments and documentation to facilitate the smooth running of the healthcare environment and support delivery of quality patient care.

Critical Thinking Skills Required

• Must be able to speak with patients and use practice management system to answer inquiries accurately and confidently while maintaining patient confidentiality.
• Must be able to think critically about how to properly handle emergent situations that may arise in the healthcare environment.
• Must be capable of performing proper research concerning patient claims and requests before escalating to management and the practitioner.
• Must be able to properly assess patients’ concerns and provide minimum assistance required as an Office Manager without working outside of your scope of practice and expertise.
• Must understand basic medical office terms and protocols.
• Must be aware of HIPAA Rules and Guidelines and how to properly protect the privacy of patients.

Communication Skills Required

• Must be able to communicate the details of patients issues with accuracy to the practitioner and provide clear communication to patients regarding appointments and other requests.
• Must be able to communicate practitioner responses or directives to patients with 100% accuracy. This includes written data and audible communication.
• Must at all times show that you care and show compassion for patients concerns and wellbeing.
• Must have financial literacy and be able to provide daily financial ledgers to management team and practitioner.

Daily Job Duties and Responsibilities

• Register new patients into the practice management system according to established protocols.
• Assist patients to complete all necessary forms and documentation including medical insurance.
• Verify that medical consents are in place before patients’ initial appointment and any follow-ups.
• Ensure patient information is accurate including billing information.
• Inform patients of medical office procedures and policy.
• Collect co-pays and visit payments.
• Maintain and manage patient ledgers and payments.
• Review Accounts Receivable and collect on past due accounts.
• Answer incoming calls.
• Manage inquiries of customers looking to establish care and treatment in a timely fashion.
• Track and schedule new patient referrals from referring doctors. Follow up with referring physician/practice to notify them of when their patient is scheduled and/or the status of referral.
• Schedule patient appointments after their visits.
• Reschedule patients who have missed or canceled appointments.
• Obtain external medical reports as required by medical professionals.
• Timely respond and comply to requests for information about the practice and practitioner services.
• Deal with incoming and outgoing post to website and social media.
• Safeguard patient privacy and confidentiality.
• Log administrative actions in “Daily Activity Log.”
• Log financial transactions in “Weekly Financial Ledger” and submit at the end of each week.

Other Details

• Must be a team player.
• Performance reviewed every 90 days by practitioner and hiring team.
• Pay determined based on experience.
• No medical benefits included.
• Remote position.
• Must be available via telephone so that medical provider can discuss any pertinent information.

Education Requirement

• High School Diploma or GED.
• Associates or Certificate in any Allied Health Field preferred but not required.
• At least 2 years experience in healthcare field.