Medical Administrative Assistant (AdvancedMD)

Job Title: Medical Administrative Assistant (AdvancedMD)

Position type: Full-Time

Work hours: 8:00 AM to 5:00 PM Eastern Daylight Time

Work days: Monday to Friday

Salary: $5 - $6 per hour, depending on experience

Job code: AM-BH

Workplace: Remote

Preferred Candidate Location: Philippines

About the role

Our client is seeking a highly organized, proactive, and detail-oriented Medical Administrative Assistant to provide administrative and patient support for a fast-growing healthcare organization serving patients across multiple clinic locations.

In this role, you will help keep daily operations running smoothly by managing patient scheduling, coordinating communications, maintaining accurate records, and providing administrative support to clinicians and the leadership team. As one of the primary points of contact for patients, vendors, and healthcare professionals, you will play a vital role in delivering an exceptional patient experience while ensuring administrative workflows remain organized and efficient.

The ideal candidate is an excellent communicator with outstanding English proficiency, strong organizational skills, and the ability to confidently manage a high volume of calls, emails, and administrative requests in a fast-paced healthcare environment. If you enjoy supporting busy healthcare providers, thrive in a collaborative setting, and are passionate about delivering exceptional service, we'd love to hear from you.

Scope of Work / Responsibilities

Appointment Scheduling & Administrative Support

• Coordinate patient appointments and manage provider calendars
• Schedule new and follow-up appointments while minimizing scheduling conflicts
• Send appointment reminders and follow-up communications
• Prepare and organize reports, presentations, spreadsheets, and other administrative documents
• Maintain organized digital records and administrative files
• Provide day-to-day administrative support to clinicians and leadership

Patient, Clinician & Vendor Communication

• Serve as a primary point of contact for patients by managing inbound calls and inquiries
• Respond to patient questions through phone, email, and text in a professional and timely manner
• Coordinate communication between patients, clinicians, vendors, and internal team members
• Manage and prioritize emails, text messages, and other correspondence
• Assist with distributing newsletters and other patient communications

Patient Records & Office Coordination

• Maintain accurate patient records within the practice management system
• Ensure documentation is complete, organized, and up to date
• Support multiple clinic locations by coordinating administrative workflows
• Assist with general operational and administrative tasks to improve office efficiency

Top 3 Priorities

1. Appointment Scheduling & Administrative Support

Efficiently manage patient appointments, provider calendars, administrative documentation, and daily office workflows to ensure smooth clinic operations.

2. Patient, Clinician & Vendor Communication

Serve as a central point of contact by professionally communicating with patients, clinicians, vendors, and internal staff while managing a high volume of calls, emails, and inquiries.

3. Organization & Operational Coordination

Maintain accurate patient records, organize documentation, prioritize administrative tasks, and proactively support providers by keeping daily operations running efficiently.

Requirements

Required Skills & Experience

Healthcare Administrative Experience

• Previous experience in a healthcare administrative, medical office, or medical virtual assistant role
• Strong experience with appointment scheduling, calendar management, and administrative support
• Experience handling patient inquiries and coordinating patient communications
• Experience maintaining accurate patient records and documentation
• Experience supporting busy healthcare providers in a fast-paced environment

Communication & Coordination Skills

• Excellent verbal and written English communication skills
• Comfortable communicating professionally with patients, clinicians, vendors, and internal staff
• Confident handling a high volume of phone calls, emails, and administrative inquiries
• Strong interpersonal and customer service skills

Administrative & Organizational Skills

• Highly organized with exceptional attention to detail
• Strong document preparation and organizational skills
• Able to prioritize multiple tasks while meeting deadlines
• Proactive, dependable, and able to work independently with minimal supervision
• Quick learner who can adapt to new systems and changing priorities

Systems & Software Experience

Experience with the following is preferred:

• AdvancedMD
• Microsoft Office Suite
• Google Workspace

Candidates with experience using similar Electronic Health Record (EHR) or practice management systems are encouraged to apply.

Ideal Candidate Profile

We are looking for someone who is:

• Experienced in scheduling and administrative support
• Comfortable communicating with clinicians, vendors, and patients
• Highly organized and detail-oriented
• A fast learner who quickly adapts to new systems and workflows
• Proactive, dependable, and accountable
• Able to manage multiple priorities in a fast-paced healthcare environment
• Professional, collaborative, and solutions-oriented
• Committed to providing exceptional administrative and patient support

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

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.