Patient Coordination, Insurance Verification & PA, Ledger & EOB Support

Patient Coordination, Insurance Verification & PA, Ledger & EOB Support

Part-Time | Pain Management | 30 Hours/Week | $5/Hour

About the Role

We are looking for an experienced Virtual Medical Assistant to become an integral part of a growing U.S. healthcare practice specializing in musculoskeletal health, pain management, personal injury, and decompression therapy.

This is a highly patient-facing role designed for someone who can confidently manage a busy front desk remotely. You will be responsible for answering patient calls, scheduling appointments, coordinating intake requirements, assisting with insurance verification and prior authorizations, and helping ensure patients are prepared before they arrive for their appointments.

The practice typically manages approximately 100 patient visits per week at normal capacity, so we are looking for someone who is comfortable working in a fast-paced environment, handling multiple responsibilities, and taking ownership without needing constant supervision.

Many patients contact the practice while experiencing significant pain, including sciatica, radiculopathy, lower back pain, and other musculoskeletal conditions. Because of this, we need someone who communicates with genuine empathy, patience, compassion, and professionalism.

What You'll Be Doing

Patient Communication & Message Management

• Answer a high volume of inbound patient calls professionally and compassionately.

• Assist both new and established patients with appointment scheduling and rescheduling.

• Identify the purpose of the patient's call and help determine the appropriate next step.

• Help accommodate patients who may need to be seen quickly due to pain or urgent concerns.

• Respond to incoming patient messages from the practice's communication platforms.

• Triage messages and route clinical or administrative concerns to the appropriate team member.

• Answer general non-clinical patient questions.

Patient Intake & Appointment Preparation

• Send online patient intake forms and confirm they are completed before appointments.

• Identify the patient's primary complaint or condition during the intake process.

• Ensure the appropriate condition-specific or outcome assessment forms are sent before the patient is seen.

Insurance Verification & Prior Authorization

• Verify patient insurance eligibility and benefits.

• Review relevant insurance information before scheduled appointments.

• Assist patients with general questions regarding their insurance coverage.

• Process and follow up on prior authorization requests.

Patient Balances & Payment Support

• Review patient accounts before appointments to identify copays or outstanding balances.

• Communicate patient financial responsibility clearly and professionally.

• Collect patient balances and payments over the phone when appropriate.

• Help maintain accurate and current patient account information.

Ledger & EOB Support

You will also work closely with the physician on selected back-end administrative responsibilities.

This may include:

• Reviewing Explanation of Benefits (EOBs).

• Assisting with patient ledger reconciliation and account balancing.

• Verifying that payments and balances are reflected correctly in patient accounts.

• Identifying discrepancies or accounts requiring additional review.

• Helping prepare account information for the physician to review.

• Keeping patient ledgers current so the practice knows the correct balance when a patient arrives.

This is not a full-cycle medical billing position. The physician will continue to manage areas such as claim creation, charge entry, claim submission, and other advanced billing functions. Your role will primarily involve helping organize, review, and maintain accurate patient account information while working closely with the physician.

Training will be provided for the practice's specific ledger workflow.

Lead Follow-Up & Patient Conversion

As the practice continues to expand its marketing efforts, you may also:

• Contact prospective patients who inquire about services.

• Follow up with leads generated through marketing campaigns.

• Explain available services in a professional and patient-friendly manner.

• Help convert qualified inquiries into scheduled appointments.

• Follow up with prospective patients who have not yet scheduled.

• Support outreach related to services such as decompression therapy and other musculoskeletal treatment programs.

We are looking for someone who understands that communicating with a prospective patient requires a different approach from assisting an established patient. Building trust and creating a positive first impression will be important.

Required Experience

Professional Experience

• 1 to 2 years of experience as a Medical Receptionist, Medical Scheduler, or Virtual Medical Assistant supporting a U.S. healthcare practice.

• Hands-on experience managing patient calls and appointment scheduling.

• Experience performing insurance eligibility and benefits verification.

• Experience processing or assisting with prior authorizations.

• Experience communicating directly with patients by phone.

The Ideal Candidate

We are especially interested in someone who is industrious, curious, dependable, and internally motivated to do excellent work.

You may be a strong fit if you are the type of person who:

• Takes pride in completing work accurately.

• Looks for what needs to be done instead of waiting to be reminded.

• Enjoys learning new systems and becoming highly proficient in them.

• Takes notes and uses available training resources independently.

• Can learn through video tutorials, documentation, and hands-on experience.

• Enjoys working in a role where responsibilities may evolve as the practice grows.

• Can comfortably switch between patient calls, scheduling, insurance work, messages, intake tasks, and administrative responsibilities throughout the day.

• Wants to become a trusted long-term member of a medical practice rather than simply completing assigned tasks.

Nice to Have

The following experience is helpful but not required:

• Chiropractic practice experience.

• Musculoskeletal or pain management experience.

• Physical therapy or rehabilitation practice experience.

• Personal injury healthcare experience.

• Basic medical billing experience.

• EOB review.

• Patient balance collection.

• Patient ledger or account reconciliation.

• Lead follow-up or appointment conversion experience.

• Experience supporting healthcare marketing campaigns.

• Familiarity with ChiroTouch.

• Spanish-English bilingual communication skills.

Systems & Tools

The practice primarily uses ChiroTouch Cloud for scheduling, patient intake forms, account ledgers, patient engagement, and other practice management functions.

Previous or related systems used by the practice include:

• Practice Fusion

• PatientPop

• CollaborateMD

• Kareo

• PatLive

Previous ChiroTouch experience is helpful but is not required. The platform includes training resources and video tutorials, and the successful candidate will be expected to actively use these materials to learn the system.