Medical Administrative Virtual Assistant

This is a remote position.

Schedule: Monday through Thursday, 9:00 AM to 5:00 PM PT (32 hours/week)

About the Role

We’re hiring a dedicated Virtual Assistant to support a healthcare practice’s day-to-day administrative operations. This is a long term, client-facing placement. The VA will work closely with the practice’s front desk team and be the primary point of contact for phone, inbox, and scheduling coordination during their shift.

Core Responsibilities, In Detail

Phone coverage

• Answer incoming calls during all scheduled hours in a professional, patient facing manner
  

• Take messages and route to the correct staff member when a call can’t be resolved directly
  

• Use OpenPhone (VoIP phone system) for all call handling
  

Inbox management

• Monitor the practice’s central patient coordination inbox continuously throughout the shift
  

• Triage incoming messages by urgency and topic (scheduling, billing, general inquiry, etc.)
  

• Route non-routine messages to the appropriate staff member rather than responding directly
  

• Monitor the general practice email inbox for administrative correspondence separate from the patient coordination inbox
  

Fax handling

• Check for incoming faxes and sort by type (referrals, records requests, insurance correspondence, etc.)
  

• Distribute to the correct staff member or file according to practice procedure
  

Scheduling and rescheduling

• Process patient rescheduling requests as they come in via phone or inbox
  

• Coordinate with front desk staff to confirm availability before finalizing changes
  

• Follow the practice’s scheduling system conventions (VA will be trained on Charm EHR scheduling workflow during onboarding)
  

Communication and documentation

• Communicate daily with the practice’s admin team via Slack, including status updates and escalations
  

• Maintain and update SOP documentation for the role’s recurring tasks, so responsibilities transfer cleanly during time off or hand off
  

• Flag recurring issues or bottlenecks to the point of contact rather than solving silently
  

Requirements

Requirements

• Active HIPAA Certification (or willingness to obtain prior to start)
  

• Prior experience in a healthcare, medical office, or patient facing administrative role strongly preferred
  

• Working familiarity with EHR systems (this role uses Charm specifically, training provided) and VoIP phone platforms (this role uses OpenPhone)
  

• Strong written communication skills, this role requires professional patient facing correspondence across inbox and Slack
  

• Comfortable managing multiple channels (phone, inbox, fax, chat) without dropping tasks
  

• Reliable, quiet home office setup with strong internet bandwidth
  

• Available for the full 32 hour weekly schedule listed above, consistently
  

What Success Looks Like

The right person for this role treats the practice’s inbox and phone line like their own front desk. They’re organized enough to keep faxes, reschedules, and messages from piling up, and proactive enough to flag issues before they become problems rather than after. Prior VAs in similar roles have succeeded by building SOPs and documentation early, so the role doesn’t depend on any one person’s memory.

Technical Requirements:

*Internet speed: Minimum 50 Mbps upload and download (wired connection strongly preferred).

*A verified backup internet connection is required — mobile phone hotspots are not acceptable as backup.

*Dedicated wireless dongles or secondary ISP connections are acceptable backup solutions.

*Backup power source required (UPS or generator) to maintain connectivity during outages.

*Quiet, professional workspace suitable for voice work — free from background noise and interruptions.

*Noise-canceling headset required.

*Reliable computer with sufficient processing power to run software systems and softphone simultaneously.

*You must have Windows 11 or the most recent Apple OS / Update

Benefits

What We're Looking For

* Professional and patient-focused attitude

* Dependable and punctual

* Strong problem-solving skills

* Friendly, empathetic, and customer-service oriented

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

HIPAA certification provided at no cost to you

Dedicated Account Manager as your point of contact

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