Medical Executive Assistant / Care Coordinator (Part-Time)

Medical Executive Assistant / Care Coordinator (Part-Time)

Position Type: Part-Time
Work Schedule: Monday–Friday
Work Hours: 8:00 AM – 12:00 PM Pacific Time (PST)

Preferred Schedule (Ideal, if possible):

• Monday: 8:00 AM – 12:00 PM
• Tuesday: 2:00 PM – 6:00 PM
• Wednesday: 8:00 AM – 12:00 PM
• Thursday: 1:30 PM – 5:30 PM
• Friday: 8:00 AM – 12:00 PM

Salary: $5–$6/hour
Workplace: Remote
Preferred Candidate Location: Philippines

Description

About the Company

Join a growing functional medicine practice dedicated to helping adults and children heal eczema and other chronic conditions through a proven root-cause approach. We are committed to delivering compassionate, patient-centered care while making a meaningful difference in our patients' lives.

Position Overview

We are seeking a proactive and organized Medical Executive Assistant / Care Coordinator to support patient care, front desk operations, and administrative tasks. You'll serve as a primary point of contact for patients, helping ensure a smooth and positive experience while supporting the day-to-day operations of the practice. 

In addition to patient-facing responsibilities, you may have the opportunity to support marketing initiatives and business operations when your primary responsibilities have been completed.

Primary Responsibilities

Care Coordination & Front Desk Support

• Serve as the primary point of contact for patients and guide them through the appropriate next steps in their care.
• Schedule appointments and respond to patient and administrative inquiries.
• Coordinate patient care and follow-up activities.
• Process prescription refill requests.
• Provide front desk and administrative support.

Laboratory Coordination

• Monitor, upload, and document laboratory results in Healthie EMR.
• Assist patients with laboratory-related questions and basic troubleshooting.
• Perform laboratory insurance eligibility verification when needed.

Note: The provider orders all laboratory tests. Your responsibilities begin once laboratory results become available.

Marketing & Business Support (As Time Permits)

After completing patient-facing responsibilities, assist with:

• Assist with Instagram and social media, marketing reports, KPI tracking, affiliate management, supplement inventory, and other business support tasks after primary patient care and administrative responsibilities have been completed. 

Additional Responsibilities

• Provide general administrative support.
• Support other operational tasks assigned by the practice.
• Assist with social media content and management as needed.

Performance Expectations

Performance reviews will be conducted every three months and will evaluate:

• Communication with patients
• Communication and collaboration with the team
• Timeliness in completing assigned tasks
• Accuracy and quality of work
• Professionalism and quality of patient interactions

Requirements

Experience

• At least 1 year of experience as a Medical Executive Assistant, Care Coordinator, or Medical Virtual Assistant supporting a US healthcare practice.
• Comfortable handling patient-facing administrative responsibilities, including scheduling appointments and care coordination.
• Atleast 1 year of experience with laboratory coordination or laboratory-related administrative responsibilities is preferred.
• Proficiency in EMR documentation. Proficiency in EMR documentation. Experience with Healthie EMR is a plus.
• Experience performing insurance eligibility verification is preferred.
• Functional, naturopathic, or integrative medicine experience is a plus
• Basic marketing, KPI reporting, or data tracking experience is a plus.
• Experience with supplement or inventory management is an advantage.

Skills & Qualifications

• Excellent verbal and written English communication skills with a professional, patient-centered approach.
• Strong organizational, multitasking, and time management skills.
• Detail-oriented, proactive, and able to work independently with minimal supervision.
• Dependable and committed to building a long-term working relationship.
• Passionate about delivering exceptional patient service with professionalism.

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.