Virtual Assistant – Healthcare Admin, Personal Finance & Executive Life Assistant (PST Hours Required)

About the Role
We support a newly launching vascular practice in Southern California (diagnostic vascular ultrasound, non-invasive vascular testing, and venous treatment). We're hiring a dependable, detail-oriented Healthcare Virtual Assistant to handle the practice's front-office administrative work remotely. This is a non-clinical role focused on keeping scheduling, patient intake, and insurance coordination running smoothly. You'll be a foundational tea ---------- mber with room to grow as the practice expands.
Responsibilities (administrative only)

Schedule, confirm, reschedule, and follow up on patient appointments
Patient registration and intake data entry in the EMR (Office Ally)
Insurance verification and prior-authorization submission and follow-up (primarily Medicare and commercial payers)
Answer and route incoming calls professionally; take accurate messages
Send appointment reminders and handle routine patient communications
Maintain accurate, up-to-date patient records within the practice's secure systems
Coordinate with the in-office team on scheduling and workflow
Support general back-office and administrative tasks as assigned

Important scope boundary: This role does not involve giving any clinical or medical advice. If a caller describes symptoms or an urgent medical concern, you will follow a written escalation protocol to transfer or escalate the call to the clinical team immediately — never assess, advise, or reassure. Strict adherence to this boundary is required.
Required Qualifications

1+ year experience as a medical/healthcare virtual assistant or in a U.S. medical front office
Working knowledge of U.S. health-insurance processes — eligibility verification and prior authorizations
EMR experience (Office Ally a strong plus; comparable EMR acceptable)
Excellent spoken and written English; clear, professional phone manner
Strong reliability, attention to detail, and ability to work independently on an overnight (PT-aligned) schedule
A private, quiet home workspace
Reliable high-speed internet with backup, a capable computer, and a noise-cancelling headset
Willingness to complete HIPAA training and sign a confidentiality agreement before accessing any patient information

Preferred Qualifications

Experience in a vascular, cardiology, or surgical specialty practice
Familiarity with Medicare rules, ABN vs. self-pay distinctions, and prior auth for diagnostic studies
Office Ally experience
Prior experience working with a U.S. clinic on Pacific Time

Compliance & Security Expectations (non-negotiable)

You will access patient information only through the secure remote environment we provide (e.g., virtual desktop/remote access with multi-factor authentication)
No downloading, printing, screenshotting, or storing of any patient information on your personal device
Complete required HIPAA privacy/security training before starting
Sign a confidentiality agreement (and, where applicable, a Business Associate Agreement)
Maintain a private workspace; no patient information visible or audible to others

To Apply: Submit your resume and a brief note describing your U.S. healthcare administrative experience, your typical internet speed/backup setup, and your availability for U.S. Pacific Time hours. Strong candidates may be asked to complete a short skills assessment and a video interview.