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

Requirements

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.

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.

Healthcare Virtual Assistant - Front Desk, Scheduling & Insurance Support