Healthcare Virtual Assistant - Front Desk, Scheduling & Insurance Support

Job Title: Healthcare Virtual Assistant – Front Desk, Scheduling & Insurance Support

Position Type: Full-Time

Work Hours: 8:30 AM – 5:00 PM CDT

Work Days: Monday – Thursday

Salary: $5 – $6 per hour (depending on experience)

Job Code: DCB-BFR

Workplace: Remote

Preferred Candidate Location: Philippines

About the Role

We are seeking a reliable and patient-focused Healthcare Virtual Assistant to support a growing medical practice with front desk operations, patient scheduling, insurance verification, billing support, and administrative tasks.

The ideal candidate has experience working in a medical office environment, excels at patient communication, and can confidently manage phone calls, scheduling, insurance-related tasks, and administrative workflows while maintaining a high level of professionalism and accuracy.

This is a long-term opportunity for someone who is dependable, detail-oriented, and committed to providing an exceptional patient experience.

Core Responsibilities

Phone Support & Patient Communication (Top Priority)

• Answer incoming patient phone calls professionally and efficiently
• Manage patient callbacks and follow-up communications
• Respond to patient inquiries and administrative requests
• Provide excellent customer service and patient support through phone and electronic communication
• Handle patient concerns with professionalism and empathy

Appointment Scheduling & Coordination (Top Priority)

• Schedule, reschedule, and confirm patient appointments
• Manage no-show appointments and rescheduling efforts
• Support patient check-in and check-out workflows
• Maintain accurate scheduling records within NexTech EHR

Insurance Verification & Claims

• Verify patient insurance eligibility and benefits
• Submit and follow up on prior authorizations
• Coordinate with insurance companies regarding claims and authorizations
• Assist with medical billing tasks and claims follow-up
• Post patient payments accurately into the practice management system
• Maintain organized billing and account records

Administrative Support

• Update and maintain accurate patient records in NexTech EHR
• Support front desk and administrative operations as needed
• Assist with documentation and workflow management
• Ensure HIPAA compliance and patient confidentiality at all times

Software & Systems

• NexTech EHR (Primary System)

Key Performance Indicators (KPIs)

• Timely answering and management of incoming patient calls
• Accurate appointment scheduling and follow-up communications
• Efficient handling of callbacks and patient inquiries
• Accurate insurance verification and prior authorization processing
• Proper payment posting and billing support
• Consistent patient satisfaction and customer service standards
• Reliable attendance and responsiveness during work hours

• Medical office, healthcare, nursing, or clinical experience required
• Experience with patient scheduling and front desk operations preferred
• Experience with insurance verification, prior authorizations, or billing support preferred
• Experience using NexTech EHR strongly preferred
• Previous virtual assistant experience is a plus

Required Skills

• Excellent phone etiquette and verbal communication skills
• Strong customer service and patient support skills
• Knowledge of insurance verification and patient eligibility processes
• Familiarity with medical billing and payment posting
• Ability to multitask and manage competing priorities
• Strong attention to detail and accuracy
• Excellent organizational and time management skills
• Ability to work independently while following established workflows
• Strong problem-solving and critical-thinking abilities
• Comfortable handling confidential patient information
• Ability to learn new systems and adapt quickly

Deal Breakers

• No medical office, healthcare, or patient-facing experience
• Poor English communication skills or weak phone presence
• Lack of reliability, frequent absences, or unstable work history
• Inability to multitask in a fast-paced medical office environment
• Unwillingness or inability to learn NexTech EHR
• Poor attention to detail when handling patient records, payments, or insurance information
• Weak customer service skills or unprofessional communication
• Failure to maintain HIPAA compliance and patient confidentiality
• Unstable internet connection or unreliable remote work environment
• Seeking only short-term employment
• Poor responsiveness during the hiring process

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

• 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, trainings, or allowances listed are optional contractor perks and not employee benefits.