Medical Administrative Assistant

Medical Administrative Assistant
Position Type: Part-Time
Work Hours: 1:00 PM – 5:00 PM CDT
Work Days: Tuesday, Wednesday, Friday, Saturday, and Sunday
Days Off: Monday and Thursday
Salary: $5–$6 per hour, depending on experience
Workplace: Remote

About the Practice

Our client is a healthcare provider offering patient-centered medical services across multiple practice locations. As the practice continues to manage a busy schedule and growing administrative workload, they are looking for a dependable Medical Administrative & EHR Support Virtual Assistant to provide behind-the-scenes support with appointment scheduling, calendar organization, and accurate EHR/EMR documentation.

This is a non-patient-facing role with no phone calls or direct patient contact. You will work closely with one provider and support administrative workflows across multiple locations. The ideal candidate is organized, detail-oriented, comfortable working independently, and experienced with healthcare administrative processes and electronic health records.

What You’ll Be Doing

Your primary responsibility will be to keep the provider’s schedule and electronic patient records organized and up to date. You will receive the necessary information, patient lists, templates, and instructions from the provider and use them to accurately complete assigned administrative and EHR/EMR tasks.

Your key responsibilities will include:

• Appointment Scheduling & Calendar Management
• Coordinate and organize appointments according to the provider’s availability.
• Maintain an accurate and organized schedule across multiple practice locations.
• Assist with scheduling and rescheduling as needed.
• Support one provider who currently works across several locations, with the VA expected to initially assist with approximately five locations.

• EHR/EMR Management & Data Entry
• Access patient records based on lists provided by the provider.
• Start and set up patient sessions within the EHR/EMR.
• Set up and update provider notes using established templates and instructions.
• Transfer relevant information into the appropriate records for existing patients.
• Assist with setting up records for new patients or admissions using existing templates.
• Transfer relevant medication information and ensure it is entered into the appropriate patient record.
• Maintain accurate and organized patient information after appointments.
• Work primarily within Ethizio; direct Ethizio experience is helpful but not required if you have experience with similar EHR/EMR platforms.

• Billing Information Support
• Gather and enter billing-related information into the EHR/EMR using templates and instructions provided by the provider.
• Enter provided CPT codes into the appropriate patient record.
• Ensure billing information is accurately entered and organized for the provider.
• The VA will not be responsible for independently selecting CPT codes or completing the billing process.

• General Medical Administrative Support
• Assist with additional remote administrative tasks as needed.
• Follow established templates, processes, and healthcare workflows.
• Maintain accuracy and confidentiality when handling patient information.
• Adapt to new systems and workflows as the practice's needs evolve.

Important: This position is focused on administrative EHR/EMR support rather than medical scribing. The provider will complete all final dictation and provide the clinical information needed. You will help organize, transfer, and enter that information accurately rather than independently creating clinical documentation.

Requirements

• Previous healthcare, medical administrative, EHR/EMR, or similar healthcare support experience is highly preferred.
• Experience using EHR/EMR systems is strongly preferred; experience across multiple platforms is an advantage.
• Experience with Ethizio is a plus but not required. Candidates who have worked with similar systems and can quickly learn a new platform are encouraged to apply.
• A clinical or medical background is highly preferred but not required, as familiarity with medical terminology, medications, records, and clinical workflows will be helpful.
• No specific medical degree, professional license, or clinical credential is required.
• Previous experience working with a U.S.-based healthcare practice or company is preferred but not required.
• Previous virtual assistant experience is helpful but is not mandatory if you have relevant healthcare administrative experience.
• Strong scheduling, calendar management, data entry, and organizational skills.
• Excellent attention to detail when transferring patient, medication, documentation, and billing information.
• Ability to follow templates and detailed instructions accurately.
• Comfortable learning new healthcare systems, processes, and workflows.
• Reliable, adaptable, and able to work independently with minimal supervision

Basic Requirements

• Must be proficient in speaking and writing English clearly and professionally.
• Must have relevant work experience applicable to the position.
• Must be available during the required schedule: Tuesday, Wednesday, Friday, Saturday, and Sunday from 1:00 PM–5:00 PM CDT.
• Must be able to submit an NBI Clearance and/or Local Police Clearance background check before onboarding.
• Must be available for virtual video meetings with the camera on when needed.
• Must be able to handle confidential healthcare and patient information professionally.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.