Medical Virtual Assistant for Family Medicine Medical Office

***Reposting for clarification that this job is currently Part-Time (20 hours/week), with the potential to become Full-Time (40 hours/week) in the future. Please see the below GROWTH section for more details.***

Seeking a virtual assistant for an extremely small (currently <60 patients, but growing) Family Medicine medical office.
The practice is a Direct Primary Care (DPC) model, which places an extremely high emphasis on a high-quality of care and direct interaction of the physician/staff with the patients that have enrolled as members of the practice.

Main responsibilities include, but not limited to:
**Patient Communication & Scheduling**
-Inbox & Communication Management: Monitor and respond to patient inquiries via secure messaging platforms (e.g., Spruce, EMR portal), email, and phone.
-Appointment Management: Schedule, reschedule, and cancel patient appointments, ensuring the physician's calendar is optimized.
-Patient Onboarding: Guide new members through the enrollment process, ensuring all intake forms, consent documents, and records releases are completed prior to their first visit.
-Non-Clinical Triage: Route urgent medical questions directly to the physician while handling routine administrative and scheduling questions independently.
**Administrative & EMR Management**
-Document Management: Monitor the digital fax line; sort, label, and seamlessly attach incoming lab results, specialist notes, and imaging reports to the correct patient charts in our EMR.
-Data Entry: Maintain accurate and up-to-date patient demographics and records.
-Prescription Routing: Receive prescription refill requests from pharmacies or patients and queue them in the EMR for the physician’s review and approval.
**Care Coordination Support**
-Referral and Prior Authorization Management: Send outbound referrals to specialists and follow up to ensure patients were scheduled and notes were received back. Initiate and complete Prior Authorizations for: referrals, medications, procedures.
-Lab & Imaging Coordination: Send lab and imaging orders to appropriate facilities and notify patients when results are ready for the physician to review with them.
**Membership & Billing Support**
-Account Maintenance: Update patient billing information and follow up on failed, declined, or past-due membership subscription payments.
-Invoicing: Generate and send invoices for non-membership fees, such as wholesale labs, medications, or specialized procedures.
**Practice Growth**
-Marketing Support: Assist with creating and scheduling social media posts or sending out the monthly patient email newsletter.
-Review Management: Send polite requests to happy patients to leave online reviews (e.g., Google My Business) and flag incoming reviews for the physician.


Qualifications & Requirements
**Required Experience & Knowledge**
-Medical Administrative Experience: At least 1–2 years working in a medical office, clinic, or as a healthcare virtual assistant.
-HIPAA Compliance: Strong understanding of patient privacy laws and a commitment to maintaining strict confidentiality.
-Tech-Savvy: Proven ability to quickly learn and navigate new software, including Electronic Medical Records (EMRs), secure messaging apps, and cloud-based workspaces (e.g., Google Workspace or Microsoft 365).
-Remote Work Experience: Proven track record of working independently, managing time effectively, and staying on task without direct, in-person supervision.
**Essential Skills**
-Impeccable Communication: Excellent written and verbal English skills. You must be able to draft professional, empathetic, and grammatically correct messages to patients.
-Attention to Detail: High accuracy in data entry, chart management, and scheduling. Please include at the start of your subject line of your message/application, "DPC is Great!" to verify you've read this post in detail.
-Problem-Solving: Ability to think on your feet, handle minor administrative hiccups gracefully, and know exactly when to escalate a clinical issue to the physician.
-Customer Service Mindset: A warm, patient, and welcoming digital presence. Our practice prides itself on highly accessible, personalized care.
**Workspace & Technology Requirements**
-Internet: Reliable, high-speed internet connection.
-Environment: A quiet, private, and secure home office space where patient phone calls can be made without background noise or privacy breaches.
-Time zone: the practice operates in the Eastern Standard Time (EST), which is UTC -4. Must be willing to actively work during normal business hours within EST.
-Hardware: A modern computer with a high-quality webcam and headset for clear audio communication.

**Preferred/Bonus Qualifications**
-DPC Experience: Familiarity with the Direct Primary Care model and subscription-based healthcare (meaning no insurance billing!).
-Software Familiarity: Prior experience using standard DPC tools such as Hint Health, Spruce Health, or similar platforms.
-Bilingual: Fluency in written and spoken English

**Start Date**
Hiring for a start date as soon as now.

**Compensation**
$350 to $450 USD per month, for part-time 20 hours/week, depending on prior experience.
-Please see GROWTH section below regarding opportunity for the position to become/change to full time (40 hours/week), which would then have a respective change in the compensation to a range of $700 to $900 USD per month.
-Above monthly pay is based upon a 22-workday month.

**Vacation**
Paid vacation for: all US National Federal Holidays (in which the office is closed) and 10 business days.

**Growth**
We recognize that our practice is growing, which means that at current time there will be a lot of opportunities for training/workflow optimization, though we also clearly know that this position will grow with additional load and responsibilities over time (as the more patients and physicians join the practice).
As such, while this position is currently listed as Part-Time, we anticipate a transition to, and a need for, Full-Time employment in the near future (within 1 year). If/when such need occurs, the need would be for 40 hours/week, which would then have a respective change in the compensation to a range of $700 to $900 USD per month.
An applicant that has the future ability to transition from Part-Time to Full-Time, would be preferred for this role, as we would prefer to retain any highly-skilled and respected VA as our practice grows.