Medical Office Manager

Manske Mobile Medicine is seeking an experienced Medical Administrative & Operations Virtual Assistant to support the launch and ongoing operations of a growing medical practice.

This is a hands-on, process-oriented role for someone with strong medical administrative experience who can manage back-office responsibilities while also helping establish efficient workflows, organize documentation, and create structure around the practice's administrative processes.

The ideal candidate is proactive, highly organized, comfortable working independently, and able to identify gaps in a process and help develop practical solutions.

Key Responsibilities

• Handle prior authorizations and follow up on authorization requests.
• Perform insurance verification and confirm patient coverage and benefits.
• Process and coordinate referrals and related documentation.
• Request, organize, and maintain medical records.
• Manage faxing, document transmission, and follow-up.
• Organize and process patient forms and ensure required documentation is completed.
• Maintain accurate and organized electronic patient records.
• Support day-to-day back-office medical administration.
• Help determine where forms and documentation should be stored, uploaded, signed, and processed.
• Assist in organizing workflows between Elation, Spruce, and Hint.
• Help establish and document efficient administrative processes and standard operating procedures.
• Identify workflow gaps and recommend improvements.
• Help create systems for tracking tasks, follow-ups, referrals, authorizations, and other administrative activities.
• Potentially answer incoming patient calls and provide general administrative support.
• Communicate clearly and patiently with patients, including a significant elderly patient population.
• Support the practice with additional administrative and operational tasks as processes are established and the practice grows.

Process & Operations Support

A major component of this position will be helping the practice build its administrative infrastructure.

The selected candidate should be comfortable with:

• Creating and improving workflows.
• Organizing processes from the ground up.
• Establishing clear procedures for recurring administrative tasks.
• Helping determine how different systems should be used together.
• Creating tracking systems and accountability processes.
• Identifying opportunities to improve efficiency.
• Developing or monitoring KPIs and performance metrics when appropriate.
• Documenting processes so they can be consistently followed.

This role is ideal for someone who has previously taken ownership of medical office processes, administrative operations, or team workflows.

Clear verbal communication is especially important because the practice serves a significant number of elderly patients. The selected candidate must be easy to understand, patient, professional, and comfortable explaining administrative processes to patients.

Ideal Candidate

The ideal candidate is more than a task-oriented medical VA. They are a self-directed medical administrative professional who can help build structure within a growing practice.

You should be comfortable saying:

"This process isn't working efficiently. Here's how I would organize it."

You should be able to take ownership of administrative responsibilities while helping the practice determine how its systems, forms, documentation, and workflows should work together.

If you have experience with prior authorizations, insurance verification, referrals, medical records, EMRs, and healthcare operations, and you enjoy creating order and improving processes, we would like to hear from you.

Requirements

Required Qualifications

• 3+ years of experience in medical administration, healthcare operations, medical office management, or a related field.
• Hands-on experience with prior authorizations.
• Experience with insurance verification.
• Experience handling referrals and medical records.
• Strong understanding of U.S. healthcare administrative processes.
• Experience managing patient forms, documentation, faxing, and back-office workflows.
• Strong organizational and follow-up skills.
• Ability to work independently and take ownership of processes.
• Strong problem-solving skills and attention to detail.
• Excellent spoken and written English communication skills.
• Ability to communicate clearly and patiently with elderly patients.
• Comfortable working in a role where responsibilities and workflows may evolve as the practice launches.

Preferred Qualifications

• Experience with Elation EMR.
• Experience with Spruce or similar healthcare communication platforms.
• Experience with Hint or similar healthcare/payment platforms.
• Previous medical office management or healthcare operations experience.
• Experience managing or coordinating a team.
• Experience creating KPIs, SOPs, workflows, or performance tracking systems.
• Experience helping a new medical practice establish administrative processes.
• Clinical or healthcare-related experience.

Systems

The practice currently uses:

• Elation – EMR
• Spruce – Patient communication
• Hint – Additional practice platform

Experience with these systems is valuable, particularly Elation.

Benefits

Full-Time | Monday–Friday | 8:00 AM–5:00 PM PST | Remote

The hourly rate will be determined based on the candidate’s experience, background, and level of expertise.