Medical Virtual Assistant (Jane Health EMR Experience Required)

Medical Virtual Assistant (Jane Health EMR Experience Required)

Our client is seeking an experienced Medical Virtual Assistant to provide dependable back-office administrative support for our growing medical practice. This role is ideal for a healthcare professional who thrives in a fast-paced environment, can confidently manage multiple administrative priorities, and requires minimal training. You will play a vital role in allowing our providers to focus on delivering exceptional patient care by handling the day-to-day administrative operations of the practice.

If you have hands-on experience using Jane Health EMR, possess strong medical administrative skills, and are looking for a long-term opportunity with a collaborative healthcare team, we'd love to hear from you.

Position Details

• Position: Medical Virtual Assistant
• Employment Type: Part-Time
• Work Schedule: Between 8:00 AM – 5:00 PM Pacific Time (PST)
• Working Days: Monday – Friday
• Compensation: $5.00 – $6.00 per hour, depending on experience

Primary Responsibilities

Phone Management (Top Priority)

• Answer inbound patient calls professionally throughout the workday.
• Manage voicemail messages and return patient calls promptly.
• Handle provider phone coverage, particularly when the primary provider is seeing patients or when other providers are unavailable.
• Provide exceptional customer service while representing the practice professionally.

Patient Communication

• Respond to patient portal messages in a timely manner.
• Manage patient inquiries and administrative communications.
• Coordinate with providers regarding patient requests and follow-up needs.

Prior Authorizations

• Submit and manage prior authorization requests with insurance companies.
• Track pending authorizations and follow up as needed.
• Ensure all required clinical documentation is complete and submitted accurately.

Laboratory Coordination

• Retrieve laboratory results from Labcorp and Quest Diagnostics.
• Upload and organize laboratory reports within Jane Health EMR.
• Ensure providers have timely access to patient results.

Fax Management

• Process incoming and outgoing medical faxes.
• Maintain and organize the electronic fax inbox.
• Route documents to the appropriate provider or department.

Patient Forms & Administrative Paperwork

• Complete patient intake forms and administrative documents accurately.
• Enter demographic information, allergies, and patient details.
• Process high volumes of paperwork efficiently.
• Assist with periodic batch processing of patient forms.

Prescription Refill Support

• Process prescription refill requests.
• Manage paper-based refill workflows.
• Coordinate refill documentation with providers and pharmacy portals.

General Medical Administrative Support

• Maintain accurate patient documentation.
• Assist with medical records management.
• Support providers with various back-office administrative tasks.
• Follow HIPAA guidelines and maintain strict patient confidentiality.

Requirements

Required Experience

• Minimum 2 years of Medical Virtual Assistant or U.S. healthcare administrative experience
• Hands-on experience using Jane Health EMR (Required)
• Experience working in a physician's office, medical clinic, wellness clinic, or healthcare practice
• Strong understanding of medical office workflows
• Experience handling patient phone calls in a healthcare environment

Required Skills

• Prior Authorization experience
• Insurance verification experience preferred
• Medical documentation experience
• Laboratory coordination experience
• Patient scheduling and communication
• Electronic fax management
• Prescription refill processing
• Strong multitasking and organizational skills
• Excellent written and verbal English communication
• High attention to detail
• Ability to work independently with minimal supervision

Technical Experience

Experience with one or more of the following:

• Jane Health EMR (Required)
• RingCentral or similar phone systems
• Web-based fax platforms
• Labcorp Portal
• Quest Diagnostics Portal
• Microsoft Office
• Google Workspace

What We're Looking For

We are looking for a dependable, long-term team member who:

• Has extensive healthcare administrative experience and requires minimal training.
• Is comfortable handling a high volume of patient calls while maintaining professionalism and empathy.
• Can confidently manage prior authorizations and other complex administrative workflows.
• Is highly organized and able to balance multiple responsibilities throughout the day.
• Maintains strict HIPAA compliance and protects patient confidentiality.
• Demonstrates reliability, accountability, and a strong work ethic.
• Is committed to building a long-term working relationship with our practice.

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.