chart preparation experience in a U.S. healthcare
Read Before Applying, This role is NOT a general virtual assistant or scheduling position.
We are specifically hiring for candidates with direct, hands-on chart preparation experience in a U.S. healthcare setting.
If you have not prepared patient charts prior to visits (including verifying referrals, authorizations, and benefits), please do not apply.
We are seeking an experienced Virtual Medical Assistant with a strong background in pre-visit chart preparation and insurance verification to support a high-volume multispecialty clinic.
This role is heavily focused on ensuring patient charts are fully prepared, verified, and complete prior to visits, including referrals, authorizations, benefits, and documentation. Candidates must have hands-on experience in chart prep workflows within a U.S. healthcare setting.
Required Experience (Applicants without this will not be considered):
Minimum 1–2 years of hands-on chart preparation experience in a U.S. medical practice
Proven experience preparing charts prior to patient intake (not just data entry or scheduling)
Experience verifying
Referrals and authorizations
Insurance eligibility and benefits
PCP assignment and coordination of benefitsExperience using payer portals such as Availity, UHC, Tricare, Cigna, etc.
Ability to interpret and communicate patient financial responsibility before visits
Core Responsibility: Pre-Visit Chart Preparation (Primary Focus)
Prepare and audit patient charts 24–48 hours prior to appointments
Ensure completeness of
Demographics
Active insurance
PCP assignment
Referrals & authorizations (auth #, validity, visits, POS)Identify missing or incorrect documentation and resolve proactively
Communicate gaps to patients and clinic staff before visit date
Document all verification steps with reference numbers and notes
Insurance & Benefits Verification (Supporting Chart Prep)
Verify eligibility and benefits using portals and outbound calls
Calculate and communicate patient responsibility
Flag inactive coverage, COB issues, or auth requirements immediately
Coordination & Patient Communication
Notify patients of missing items, financial responsibility, or delays
Coordinate with PCP offices to obtain referrals
Ensure add-on patients are fully prepped before being seen
