Medical Front Desk Virtual Assistant

General Information

Job Title: Medical Front Desk Virtual Assistant
Position Type: Full-Time
Work Hours: 8:30 AM – 5:30 PM PST
Work Days: Monday – Friday
Salary: 5–6 per hour (depending on experience)

About the Role

We are seeking an experienced, reliable, and detail-oriented Medical Front Desk Virtual Assistant to support the daily operations of a healthcare practice.

The primary focus of this role is insurance eligibility verification, inbound patient phone support, and AdvancedMD administration. The ideal candidate has hands-on healthcare experience, understands insurance verification workflows, communicates professionally with patients, and can confidently work within healthcare systems while maintaining HIPAA compliance.

Spanish-English bilingual proficiency is highly preferred due to patient communication needs, but exceptional candidates with strong insurance verification and AdvancedMD experience will also be considered.

Core Responsibilities

1. Insurance Eligibility Verification – Top Priority

• Verify patient insurance eligibility and active coverage.
• Conduct insurance benefits checks.

2. Inbound Calls & Phone Support – Top Priority

• Answer and manage incoming patient calls professionally.
• Handle calls through the WEAVE phone system.
• Assist patients with general inquiries and front-office needs.
• Adapt to an alternative phone platform, such as RingCentral, if the practice transitions away from WEAVE.

• Work within AdvancedMD to support patient and administrative workflows.
• Update and maintain accurate patient information.

• Maintain and update patient medical records.
• Ensure patient information is entered accurately.
• Protect sensitive patient information in accordance with HIPAA requirements.

Front-Office Administrative Support

• Assist with day-to-day medical front-office responsibilities.
• Maintain organized patient and insurance information.
• Coordinate with the practice team through Microsoft Teams.

Software & Systems

• AdvancedMD
• WEAVE
• Microsoft Teams
• RingCentral or similar VoIP platforms, if implemented

Requirements

Experience Requirements

• Meaningful healthcare or medical office experience is required.
• Hands-on insurance eligibility and benefits verification experience is required.
• AdvancedMD experience is highly preferred.
• Experience answering patient calls and supporting medical front-office operations is strongly preferred.
• Previous Medical Virtual Assistant experience is preferred.
• Experience with WEAVE, RingCentral, or another healthcare phone/VoIP system is a plus.

Required Skills & Qualifications

• Strong knowledge of insurance eligibility and benefits verification.
• Excellent verbal and written English communication.
• Professional and confident phone presence.
• Strong attention to detail and accuracy.
• Excellent organizational skills.
• Reliable, dependable, and consistent.
• Comfortable working independently in a dedicated VA role.
• Tech-savvy and able to learn new healthcare platforms quickly.
• HIPAA trained and comfortable handling confidential patient information.
• Ability to consistently follow established healthcare workflows and procedures.

Language Preference

• Spanish-English bilingual proficiency is highly preferred, particularly for patient phone support.
• Spanish is not an absolute requirement.
• Candidates with exceptional insurance eligibility verification skills and strong AdvancedMD experience may be considered even if they do not speak Spanish.

Deal Breakers

• No meaningful experience with insurance eligibility verification.
• Unreliable attendance, communication, or work habits.
• Failure to follow HIPAA-compliant procedures.
• Poor verbal or written English communication skills.
• Unprofessional or unclear patient phone communication.
• Limited ability or unwillingness to learn AdvancedMD and other healthcare systems.
• Poor attention to detail when handling patient or insurance information.

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.