We are seeking an experienced and highly organized Medical Virtual Assistant to support a growing medical practice with prior authorizations, prescription refill coordination, patient scheduling, telephone encounters, and basic claims follow-up.

This role will work closely with the clinic's existing virtual assistant, front-desk staff, providers, and office manager to ensure patient requests are addressed promptly and administrative tasks are completed accurately.

The ideal candidate has experience working in a U.S. medical practice, understands how to manage patient messages and insurance-related tasks, and can confidently prioritize multiple responsibilities without allowing requests to remain unresolved.

This is a blended front-desk and back-office support position. It is not a full medical billing or coding role.

Key Responsibilities

Prior Authorizations

Gather required patient, insurance, and clinical information for authorization requests.
Submit prior authorizations through payer portals, phone, fax, or other approved methods.
Track pending requests, follow up with insurance companies, and escalate delays or denials.

Prescription Refill Coordination

Review refill requests received through calls, messages, and telephone encounters.
Confirm required information and route requests to the appropriate provider for approval.
Follow up on pending requests and communicate status updates to patients.

Appointment Scheduling and Patient Calls

Schedule, reschedule, and confirm appointments for new and existing patients.
Answer and return calls related to appointments, refills, referrals, and authorizations.
Contact patients for follow-up, missing information, or appointment coordination.

Message and Telephone Encounter Management

Review voicemail, AI-generated messages, and assigned telephone encounters in eClinicalWorks.
Respond to routine requests or route them to the appropriate clinic team member.
Monitor open messages to ensure they are completed, documented, or escalated promptly.

Claims and Appeals Support

Review assigned returned, rejected, or pending claims.
Submit requested medical records, corrected information, or supporting documentation.
Assist with straightforward claim resubmissions, basic appeals, and payer follow-up.

Documentation and Escalation

Document patient, provider, and insurance communication accurately in the appropriate system.
Maintain clear notes regarding completed tasks, pending actions, and follow-up dates.
Escalate urgent, clinical, or complex concerns to the provider or office manager.

Team and Administrative Support

Work closely with the existing virtual assistant, providers, and onsite clinic staff.
Provide updates on assigned, pending, and completed responsibilities.
Support additional administrative tasks as clinic workflows and operational needs evolve.

Required Qualifications

At least one year of experience as a Medical Virtual Assistant, Medical Administrative Assistant, Patient Coordinator, or similar healthcare support professional.
Experience working with a U.S.-based medical practice.
Experience processing or supporting prior authorizations.
Experience coordinating prescription refill requests.
Experience scheduling patients and handling inbound and outbound calls.
Familiarity with electronic health records and telephone encounters.
Strong written and verbal English communication skills.
Ability to document information clearly and accurately.
Strong organizational and time-management skills.
Ability to manage multiple queues, messages, and follow-up tasks.
Ability to recognize when a concern should be escalated.
High level of professionalism, confidentiality, and attention to detail.
Reliable internet connection and a secure home-based work environment.

Preferred Qualifications

Experience using eClinicalWorks.
Experience with claims follow-up, medical-record submissions, corrected claims, or basic appeals.
Experience working with AI-assisted phone or patient messaging systems.
Familiarity with HIPAA requirements and patient privacy standards.
Experience supporting a growing or high-volume medical practice.
Ability to work independently while maintaining regular communication with the team.

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