Medical Virtual Assistant (Primary Care)

About The Role

Join a primary care practice in Massachusetts as a Medical Virtual Assistant. You'll be the first point of contact for patients, handling phone calls, appointment scheduling, patient coordination, and administrative support while ensuring an excellent patient experience.

Key Responsibilities

• Answer incoming phone calls and manage high call volume
• Handle patient inquiries professionally and efficiently
• Conduct outbound calls
• Serve as the first point of contact for patients through the Weave phone system
• Escalate or route calls to the appropriate team members when necessary
• Schedule, reschedule, and coordinate patient appointments
• Send appointment reminders and follow-up communications
• Message Management & Follow-Up
• Manage patient messages, voicemails, and callback requests
• Manage emails and calendars
• Perform insurance verification
• Process prior authorizations
• Handle referral processing
• Complete patient intake and registration
• Perform general administrative and back-office support

Requirements

• Experience in a primary care or healthcare practice is preferred
• Experience handling high-volume inbound patient calls
• Excellent English communication with a clear, neutral accent
• Professional phone etiquette and strong customer service skills
• At least 1 year of experience with patient scheduling, intake, and care coordination
• Knowledge and hands-on experience with insurance verification, prior authorizations, and referrals
• Strong organizational and multitasking skills
• Reliable, detail-oriented, and able to work independently
• Experience with eClinicalWorks (ECW) and Weave is preferred (similar EHR experience is welcome)
• Adaptable, proactive, and able to work independently while collaborating with the clinical team

Basic Requirements

• Must speak and write English clearly and professionally
• Must have at least 1 year of relevant work experience in Medical Virtual Assistant, Frontdesk / Receptionist and / or Patient Care Coordination
• Be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory)
• Must be able 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.