Medical Virtual Assistant

This is a remote position for a Medical Virtual Assistant specializing in intake, authorization, and scheduling for a growing outpatient physical therapy practice. The role involves managing patient workflows, insurance verification, and administrative support to ensure smooth clinic operations and excellent patient experience.

Location: Remote

Responsibilities

• Verify patient insurance eligibility using payer portals (e.g., Availity, UHC, Humana, etc.)
• Obtain prior authorizations for services and procedures
• Maintain accurate and updated insurance records in PROMPT
• Track and manage pending, approved, and expired authorizations
• Escalate coverage issues, denials, or discrepancies promptly
• Complete full intake process prior to patient appointments
• Ensure all intake forms, demographics, and insurance details are accurate
• Communicate with patients via phone, text, and email
• Document all actions clearly in the EMR system
• Manage inbound leads from calls, texts, forms, and referrals
• Respond quickly and convert inquiries into scheduled appointments
• Conduct outbound follow-ups using structured follow-up processes
• Educate patients on services and guide them through scheduling
• Track all lead activity and outcomes
• Confirm appointments 24–48 hours in advance
• Ensure patients are prepared and intake is completed
• Assist with rescheduling and schedule optimization
• Fill open slots using waitlists and outreach strategies
• Reach out to inactive patients and encourage return visits
• Verify insurance prior to outreach
• Track reactivation performance and outcomes
• Manage incoming referrals and upload documentation to EMR
• Follow up on missing or incomplete referral information
• Support data tracking, reporting, and workflow organization
• Assist with task management and documentation (e.g., Asana)
• Contact patients regarding outstanding balances
• Assist with payment coordination and follow-ups
• Coordinate with billing team on unresolved issues

Requirements

• Experience in medical insurance verification and prior authorizations
• Experience in patient intake, scheduling, or front desk workflows
• Strong phone skills and confidence communicating with patients and insurance providers
• Excellent written and verbal English communication skills
• Strong attention to detail and ability to manage high-volume tasks
• Highly organized with strong multitasking and prioritization skills
• Comfortable using multiple systems and learning new tools quickly

Benefits

• Competitive salary commensurate with experience.
• Opportunities for professional development and growth.
• Work in a dynamic and supportive team environment.
• Make a meaningful impact by helping to build and strengthen families across the globe.