Virtual Medical Receptionist - ICANotes Experience REQUIRED

We are seeking a detail-oriented, articulate, and reliable Virtual Medical Receptionist with direct, hands-on ICANotes EHR experience to support our outpatient practice. In this key patient-facing role, you will take ownership of inbound/outbound phone communications, appointment scheduling, insurance verification, and administrative task management.

The ideal candidate brings strong front-desk office experience, clear verbal English communication skills, and comfort navigating ICANotes and Office Ally from day one to keep clinic workflows running smoothly. (Behavioral health clinical experience is not required, but ICANotes EHR mastery is mandatory).

Working Environment & Core Schedule

• Role Title: Virtual Front Desk Medical Receptionist
• Status: Full-Time (40 Hours / Week)
• Schedule: Monday – Friday, 8:00 AM – 5:00 PM CST (US Central Standard Time)
• Core EHR & Systems: ICANotes EHR (Mandatory), Office Ally, and Cloud/VOIP Phone Systems

Top 3 Daily Tasks

1. Inbound & Outbound Patient Phone Management: Answer incoming calls promptly, address administrative inquiries, deliver warm customer service, and place outbound follow-up calls.
2. Appointment Scheduling & Communication: Manage provider calendars, book and confirm patient appointments, and handle patient messaging across existing practice systems.
3. Insurance Verification (IV) & EAP Support: Conduct real-time insurance eligibility checks, verify active benefits/copays, and assist with Employee Assistance Program (EAP) authorization documentation.

Core Responsibilities

• Front-Desk Call Operations: Serve as the primary voice of the practice—managing high-volume phone traffic, returning missed calls, and taking detailed, accurate messages.
• ICANotes Calendar & Workflow Management: Schedule, reschedule, and cancel patient appointments in ICANotes EHR, keeping provider schedules optimized and reducing no-shows.
• Insurance & EAP Verification: Verify insurance coverage, eligibility, copays, and deductibles using Office Ally or payer portals, and follow up on EAP authorization requirements.
• Front-Office Administration: Process incoming emails, upload and categorize patient intake documents, update chart demographics, and manage daily administrative tasks.
• Patient & Provider Coordination: Route clinical messages appropriately, relay non-clinical updates to patients, and maintain compliance across all daily interactions.

Requirements

• EHR System Requirement (Mandatory): Direct, hands-on experience using ICANotes EHR. Must be able to navigate chart notes, scheduling calendars, and task queues without basic platform training.

• Clearinghouse & Billing Portal Experience: Familiarity with Office Ally for insurance verification or document workflows.
• Front-Office Background: Proven experience as a medical receptionist handling patient calls, scheduling, and insurance verification (IV).
• Communication Skills: Excellent, clear spoken and written English communication skills for professional patient interactions.
• Technical Setup: Private, HIPAA-compliant home office with a reliable computer (PC/Mac), high-speed primary internet, backup power/internet, and a noise-canceling USB headset.

Preferred Qualifications

• EAP Knowledge: Prior experience logging or tracking Employee Assistance Program (EAP) authorizations.

Ideal Candidate Profile

You are an organized, dependable medical receptionist who knows ICANotes inside and out. You excel at multi-tasking between friendly patient calls, schedule management, and verifying insurance benefits through Office Ally with speed and accuracy.