Medical Scribing, Patient Support & Practice Administration

Medical Scribing, Patient Support & Practice Administration

Part-Time | Menopause Medicine | 30 Hours/Week | $6/Hour
Schedule: Monday to Friday, approximately 9:00 AM to 3:00 PM

About the Role

We are seeking a highly organized, detail-oriented, and compassionate Virtual Medical Assistant (VMA) to support a boutique medical practice specializing in menopause medicine.

This is a low-volume, high-touch practice where patient consultations are highly personalized and may last approximately 1 to 1.5 hours. The VMA will work closely with the physician to support live clinical documentation, patient communication, scheduling, payments, and day-to-day administrative workflows.

The ideal candidate is an experienced medical scribe who communicates professionally with patients, follows structured processes accurately, and can become a dependable extension of the physician and practice.

Key Responsibilities

1. Live Medical Scribing & Clinical Documentation

• Perform live medical scribing during detailed patient consultations and accurately document patient responses, symptoms, severity ratings, and relevant clinical information using established EMR templates.

• Pre-populate intake and follow-up templates before appointments by reviewing previous patient documentation and preparing relevant historical information for the physician.

• Become proficient in the practice's three primary visit workflows: Initial Intake/Consultation, Lab Follow-up, and Regular Follow-up.

• Maintain concise, organized, and accurate documentation that follows the physician's established templates and documentation preferences.

2. Patient Communication & Scheduling

• Manage incoming and outgoing patient communication through phone, text, and email while providing a warm, polished, and professional patient experience.

• Conduct structured pre-screening calls with prospective patients, explain the practice's cash-pay model, and gather relevant information before scheduling.

• Schedule, reschedule, and confirm appointments while managing reminder sequences to help reduce cancellations and no-shows.

• Send patient education materials, forms, medication reminders, and next-step instructions based on established practice workflows.

3. Payments & Administrative Support

• Coordinate upfront patient payments approximately 1 to 2 weeks before scheduled appointments according to the practice's payment policies.

• Clearly and professionally communicate payment expectations and assist with occasional special payment arrangements based on the physician's instructions.

• Maintain accurate records of payment-related communication, outstanding follow-ups, and administrative action items.

• Support additional administrative workflows and established practice SOPs as responsibilities evolve.

4. Lab Results & Document Management

• Access designated external laboratory portals to retrieve available patient laboratory results.

• Download and accurately upload laboratory reports and other required documents into the appropriate patient record in the EMR.

• Ensure patient documents are properly organized, filed, and available to the physician before scheduled appointments when needed.

• Maintain strict confidentiality and follow HIPAA, information-security, and practice compliance requirements when handling patient information.

Required Qualifications

• Minimum 1 year of experience supporting a US-based healthcare practice.

• Proven experience with live medical scribing and documenting patient encounters using structured or customized EMR templates.

• Excellent verbal and written English communication with the confidence to communicate directly with patients.

• Strong listening skills, attention to detail, and ability to accurately document information during live consultations.

• Strong organizational, follow-up, and time-management skills.

• Comfortable handling appointment scheduling, patient outreach, and payment-related conversations.

• Ability to learn physician-specific workflows, documentation preferences, and standard operating procedures.

• Reliable availability for a dedicated 30-hour-per-week schedule.

Nice to Have

• Experience using Practice Fusion.

• Clinical background in nursing, medicine, or another healthcare profession.

• Experience in women's health, gynecology, endocrinology, hormone management, or a related specialty.

• Experience with patient intake, pre-screening, outbound outreach, or patient lead conversion.

• Experience accessing laboratory portals and managing EMR document uploads.

• Experience supporting a boutique, concierge, cash-pay, or other high-touch medical practice.

Tools & Systems

• Practice Fusion EMR

• Business Phone / VoIP System

• SMS and Patient Communication Tools

• External Laboratory Portals

• Email and Scheduling Platforms

• Private Secure Network

• Productivity Tracking Software

• HIPAA Training and Compliance Systems

Ideal Candidate Profile

The ideal candidate is a detail-oriented and experienced Virtual Medical Assistant with strong live medical scribing skills who can confidently support both clinical documentation and patient-facing administrative workflows.

You should be comfortable working closely with a physician in a highly personalized practice, accurately following established templates and workflows, and communicating with patients in a warm, polished, and professional manner. You are proactive, organized, dependable, and able to learn physician-specific preferences quickly while maintaining accuracy, confidentiality, and consistency in everything you do.