Medical VA - Hospice Intake, Insurance Verification & Billing Support

Job Title: Medical Virtual Assistant – Hospice Intake, Insurance Verification & Billing Support [CA-T]

Position Type: Full-time
Schedule: Monday–Friday | 8:00 AM–5:00 PM MST, with a 1-hour unpaid break

Pay Rate: $5–$6 USD per hour
Location: Remote – Philippines

Client Overview & Job Summary

Our client is a U.S.-based healthcare practice seeking an experienced Medical Virtual Assistant to support patient intake, referral coordination, insurance and Medicare verification, and back-office administrative workflows.

The ideal candidate has experience supporting a hospice or similar healthcare setting, with MatrixCare experience highly preferred. The role will also assist with prior authorizations, billing and claims-related tasks, patient communication, and general administrative support.

This position is ideal for someone who is highly organized, detail-oriented, and comfortable taking ownership of healthcare administrative workflows from initial intake through follow-up and completion.

Key Responsibilities

Patient Intake & Referral Coordination

• Manage inbound and outbound patient intake workflows.
• Coordinate incoming patient referrals and accurately enter referral information into the appropriate system.
• Collect, review, and document required new-patient intake information.
• Follow up on missing information or documentation needed to complete referrals and intake.
• Maintain accurate and up-to-date patient and referral records.
• Coordinate with internal team members to ensure referrals and patient needs are addressed promptly.

Insurance & Medicare Verification

• Verify patient insurance eligibility, benefits, and coverage.
• Confirm valid Medicare information and primary Medicare status.
• Identify missing, inactive, or incorrect insurance information and assist with resolving discrepancies.
• Accurately document verification results and relevant insurance information.
• Follow up as needed to ensure insurance requirements are completed before services are provided.

Prior Authorization & Billing Support

• Assist with prior authorization requests, including submission, tracking, follow-up, and resolution.
• Support medical billing and claims-related workflows.
• Review denied claims and investigate issues such as missing authorizations, incorrect patient information, or insurance discrepancies.
• Assist with resolving outstanding claims and claim holds.
• Maintain accurate billing and authorization documentation.

Patient & Administrative Support

• Provide general back-office administrative support.
• Manage incoming and outgoing healthcare documentation and faxes as assigned.
• Monitor and process orders and other assigned administrative tasks.
• Provide patient phone support and respond to general inquiries.
• Assist with scheduling requests and route patients to the appropriate team member.
• Coordinate with clinical and administrative staff to ensure timely follow-through on patient needs.

Requirements

Must-Haves

• Previous experience as a Medical Virtual Assistant, Healthcare Virtual Assistant, or healthcare administrative professional.
• Experience managing patient intake and referral coordination.
• Hands-on experience with insurance eligibility and benefits verification.
• Experience verifying Medicare information and coverage.
• Experience supporting healthcare administrative and back-office workflows.
• Strong spoken and written English communication skills.
• Comfortable communicating with patients by phone.
• Strong attention to detail and accuracy when entering patient, referral, and insurance information.
• Strong organization, follow-through, and ability to manage multiple healthcare administrative tasks.

Highly Preferred

• Previous experience supporting a hospice organization or hospice care setting.
• Hands-on experience with MatrixCare / Matrix.
• Experience with Athena EHR / athenahealth.
• Experience with prior authorizations.
• Experience with medical billing, claims processing, denied claims, or claims resolution.
• Experience verifying Medicare primary status.
• Experience supporting elderly, geriatric, palliative care, home health, or home-based patients.

Key Performance Indicators (KPIs)

Performance will be measured based on the accuracy, quality, and timely completion of assigned responsibilities, including:

• Patient intakes and referrals processed accurately and on time.
• Insurance eligibility and Medicare information verified accurately.
• Complete and accurate documentation of new-patient information.
• Timely follow-up on missing referral, intake, or insurance information.
• Prior authorizations and assigned billing tasks completed and followed through.
• Administrative tasks completed within expected timelines.
• Patient inquiries handled professionally and appropriately.
• Accurate documentation and consistent follow-through across assigned workflows.

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.