Medical Administrative Assistant (Insurance & Patient Coordination Specialist)

Job Title: Remote Medical Administrative Assistant (Insurance & Patient Coordination Specialist)

Position Type: Full-Time

Work Schedule: Monday–Friday | 8:00 AM – 4:00 PM EDT

Workplace: Remote

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

Preferred Candidate Location: PH

Job Code: AS-BSH

Our client is seeking a highly organized, detail-oriented, and patient-focused Medical Administrative Assistant to support a growing U.S.-based concierge-style primary care practice. This role is ideal for an experienced healthcare virtual assistant who excels in insurance coordination, patient communication, scheduling, and administrative operations.

As a key member of their team, you will serve as an important point of contact for patients while helping ensure smooth daily operations and an exceptional patient experience. The ideal candidate is proactive, dependable, technologically savvy, and comfortable working independently in a fast-paced healthcare environment.

Key Responsibilities

Top Priorities

• Insurance referrals and prior authorizations
• Phone management and appointment scheduling
• Fax management and document processing

Core Duties

• Process insurance referrals and prior authorizations
• Verify insurance eligibility and benefits coverage
• Answer inbound patient calls professionally and courteously
• Conduct outbound patient follow-up and outreach calls
• Schedule appointments and manage provider calendars
• Provide receptionist and front desk administrative support
• Manage incoming and outgoing faxes
• Process, upload, and organize patient documents in shared systems
• Execute patient outreach and reactivation campaigns
• Perform data entry and general administrative support
• Manage email communications and maintain inbox organization
• Coordinate calendars and scheduling for Dr. Soriano
• Handle patient messages and communication requests
• Maintain accurate and up-to-date patient records within Athena Health EHR
• Support membership management activities
• Assist with executive assistant and operational support tasks as assigned

Electronic Health Record (EHR): Athena Health

Requirements

• Prior experience with insurance referrals, prior authorizations, and insurance verification
• Experience working with U.S. healthcare practices
• Strong understanding of HIPAA compliance and patient confidentiality requirements
• Experience using Athena Health EHR (strongly preferred)
• Experience with Weave or similar phone systems
• Excellent verbal and written English communication skills
• Professional, patient-focused, and courteous phone presence
• Strong organizational and time management abilities
• Exceptional attention to detail and documentation accuracy
• Ability to multitask and effectively manage competing priorities
• Proactive problem-solving skills with the ability to work independently
• Comfortable delivering high-touch, concierge-style patient support
• Tech-savvy and adaptable to learning new systems and processes
• Filipino candidates are preferred, with a neutral English accent suitable for patient-facing communication

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.
• 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.