Job Title: Medical Virtual Assistant — Occupational Medicine

Position Type: Full-Time

Work Hours: 8:00 AM – 5:00 PM Pacific Time

Work Days: Monday to Friday

Breaks: 30-minute break and two 15-minute breaks; may vary depending on clinic volume

Salary: $5–$6 per hour, depending on experience

Workplace: Remote

Preferred Candidate Location: Philippines About the Client & Role

Our client is an occupational medicine clinic startup focused on supporting workers’ compensation patients. They are looking for a reliable, proactive, and detail-oriented Medical Virtual Assistant — Occupational Medicine to support scheduling, phone handling, workers’ compensation insurance verification, patient coordination, and administrative workflows.

This role is ideal for someone with healthcare administrative experience, strong phone communication skills, and the ability to handle difficult or frustrated patients with professionalism and empathy. The right candidate should be resourceful, coachable, honest, proactive, and able to complete tasks with strong attention to detail so the doctor does not need to follow up repeatedly.

Scope of Work / Responsibilities

Scheduling, Phone Handling & Appointment Management

Schedule, manage, and coordinate patient appointments.

Follow up with patients consistently to help get them scheduled.

Coordinate with clinics, physical therapy offices, pharmacies, and other care-related contacts as needed.

Handle phone calls professionally using phone systems and VOIP tools.

Workers’ Compensation Insurance Verification

Support workers’ compensation insurance verification workflows.

Help identify the patient’s employer first, then determine the appropriate workers’ compensation insurance provider.

Assist with State L&I, Sedgwick, and private workers’ compensation-related verification.

Contact claim managers to gather information and request authorization when needed.

Training will be provided for the client’s specialized workers’ compensation insurance process.

Patient Care & Administrative Coordination

Coordinate patient care details and authorization requests with claim managers.

Maintain accurate documentation and ensure nothing is overlooked.

Support daily administrative tasks using the client’s EMR and communication systems.

Tools You’ll Use

Athena Health EMR

RxMD in the future

Phone systems and VOIP tools

Microsoft Teams

Microsoft email

Other clinic, scheduling, and administrative systems as needed

Experience Requirements

Healthcare Administrative Experience: Required. Candidates must have previous experience in healthcare administration, medical office support, patient coordination, virtual receptionist work, or a similar healthcare support role.

Scheduling & Appointment Management Experience: Required. Candidates must be comfortable managing patient schedules, coordinating appointments, and following up with patients to get them scheduled.

Phone Handling / Receptionist Experience: Required. Candidates must have experience handling patient calls professionally and confidently.

Workers’ Compensation Experience: Preferred but not required. The client uses a highly specialized workers’ compensation-only insurance model, including State L&I, Sedgwick, and private workers’ compensation. This role does not handle Medicare, Medicaid, or standard private insurance. Training will be provided.

Insurance Verification Experience: Required. Candidates must have experience verifying insurance coverage, contacting insurance or claim representatives, documenting insurance information accurately, and following insurance-related workflows.

EMR Experience: Required. Candidates must have experience using healthcare EMR/EHR systems.

Experience with Athena Health is preferred.

Communication & Core Qualifications

Strong phone communication and customer service skills.

Patient, empathetic, and professional when handling difficult or frustrated patients.

Resourceful, proactive, and able to complete tasks with minimal follow-up.

Highly organized with strong attention to detail.

Coachable, honest, dependable, and comfortable learning multiple systems.

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.

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.