Family Medicine Patient Support

This is a remote position.

We are looking for a reliable, patient-focused Healthcare Virtual Assistant to support a growing family medicine practice. The role involves managing patient scheduling, registration, medical records, and inbox communications, primarily through athenahealth.

The ideal candidate has strong spoken and written English skills, a warm and professional phone manner, and experience with clinical workflows. They must be comfortable reviewing medical records, entering diagnoses, and handling medication refill requests according to established protocols. A nursing background is not required, but prior clinical exposure is essential.

Core responsibilities

Scheduling and patient intake:

Register new patients

Schedule new patients (primarily via text)

Check RTO ticklers

Cancel old appointment ticklers when patients have appointments

Send texts to vaccine clinic patients (appointment invitations and confirmations)

Schedule interpreters as needed (through online portals)

Medical records and referrals:

Handle medical records requests

Send medical records requests to other clinics for new patients

Follow up on referrals (contacting specialty offices for copies of notes)

Follow up on imaging authorizations and send to imaging facilities

Review the outside medical records that new patients send ahead of their visit, and enter the patient’s documented diagnoses, problem list, surgical history, and social history into their Athena chart. When Athena offers several coded matches for the same condition (for example, essential versus benign hypertension), select the entry that matches the outside record, and flag anything unclear to a clinician rather than guessing

Redirect results from Samaritan patients back to Samaritan

Call to request notes from the ER

Inbox and clinical support:

Prep doctors’ notes (following written protocol)

Handle prescription refill requests in the inbox (following written protocol)

Label faxed lab results (such as those from Salem Health)

Review, delete, and forward files in the spam and practice folders of the Athena inbox

Check ER notification reports from Salem Hospital and Moda and send to individual doctors

Immunizations and authorizations:

Enter historical immunizations into ImmAlert (state vaccine registry)

Fill out prior authorization requests on CoverMyMeds

Insurance and reporting:

Handle insurance quarterly provider roster updates

Manage Athena reports for the doctor dashboard and performance tracking

Executive and administrative support (limited):

Executive assistant tasks such as making or canceling personal appointments and similar, limited to under 10% of total time

Systems the VA will use

athenahealth (EHR), primary environment, used daily

Spruce (secure patient messaging and text)

CoverMyMeds (prior authorizations)

ImmAlert (Oregon state vaccine registry)

Online interpreter portals

Practice fax system

Requirements

Minimum two years in healthcare administration, medical reception, or a medical VA role

Comfortable working with clinical content, including reading medical records, entering diagnoses, and applying written refill protocols; a nursing background is not required, but hands-on clinical exposure (nurse, medical scribe, charting or medical records specialist, or clinical VA) is strongly preferred over a purely front-desk or insurance-verification background

Family or general practice experience preferred; behavioral health, pediatrics, or specialty administrative experience can translate

Prior athenahealth experience strongly preferred

Confident with patient-facing phone and text communication

Reliable high-speed internet and a quiet, private workspace

Schedule and logistics

20 hours per week

Pacific time zone coverage

Benefits

Compensation & Payments

Competitive hourly rate

On-time payments, every time

Payments processed via Wise

Training & Support

Direct client training provided — you are never thrown in blind

Dedicated Account Manager as your point of contact

Stable, long-term placement with a growing U.S.-based company

Exposure to a wide range of modern SaaS platforms

Potential for increased responsibilities as the company scales

Tenure recognition for long-term team members

Clear escalation paths — you always know who to go to

Work Environment

100% remote — work from home

U.S.-based company with structured operations

Stable, long-term account placements (not gig-style work)

Supportive team culture across all accounts

Growth & Experience

Build your U.S. industry experience

Exposure to multiple practice types and platforms

Potential for increased hours or additional accounts based on performance

Strengthen your resume with verified, legitimate U.S. client experience

Recognition

Tenure recognition for long-term team members

We value loyalty and recognize those who grow with us