Medical Virtual Assistant - Billing, Reconciliation & Practice Operations

Job Title: Medical Virtual Assistant — Billing, Reconciliation & Practice Operations

Position Type: Full-Time

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

Work Days: Monday to Friday

Salary:  $5 - $6 depending  on experience

Workplace: Remote
Preferred Candidate Location: Philippines

About the Client & Role

Our client is a therapy and healthcare practice looking for a reliable, detail-oriented, and proactive Medical Virtual Assistant — Billing, Reconciliation & Practice Operations to support claims denial management, billing reconciliation, EMR administration, phone management, KPI tracking, HR onboarding support, and general practice operations.

This role is ideal for someone with strong experience handling unpaid, denied, stuck, or unresolved insurance claims, not just basic claim status checks. The VA should be able to investigate why claims are not moving forward, identify missing information or denial reasons, assist with corrections or manual resubmissions when needed, and reconcile billing reports accurately.

The client is willing to train on HelloNote, but previous EMR experience is required. The ideal candidate should also have CRM experience, excellent English communication skills, strong attention to detail, and the ability to troubleshoot issues independently with minimal supervision.

Scope of Work / Responsibilities

Claims Denial Management & Billing Reconciliation

• Follow up on unpaid, denied, stuck, or missing insurance claims for both primary and secondary insurance.
• Investigate claim issues, identify denial reasons, missing information, or processing barriers, and help resolve them before escalation.
• Check and release claims as needed based on the practice’s workflow.
• Assist with manual claim resubmission when necessary.
• Complete and review weekly, bimonthly, and monthly billing reports.
• Verify numbers, reconcile discrepancies, and repost information once reconciled.
• Proactively troubleshoot claims and billing issues instead of only flagging problems.

HelloNote EMR Administration

• Maintain and update patient and administrative information in HelloNote.
• Follow up on Plans of Care and monitor authorizations.
• Ensure EMR information remains accurate, current, and properly organized.
• Use available HelloNote tutorials and resources to learn the system quickly.
• Support ongoing EMR workflows and help keep administrative records complete.

Plans of Care, Authorizations & Insurance Follow-Up

• Follow up with doctors’ offices to confirm receipt of Plans of Care.
• Ensure signed Plans of Care are returned on time.
• Verify insurance and follow up on prior authorizations when required.
• Monitor expired Plans of Care, expired authorizations, active cases, and related administrative items.
• Escalate concerns appropriately when additional action or direction is needed.

Phone Management & Practice Communication

• Handle inbound and outbound calls through the Virtual Marketing Mastery phone platform.
• Route and funnel calls appropriately based on patient or practice needs.
• Use available scripts while adapting communication based on the situation.
• Maintain clear, professional, and confident communication, especially with patients.
• Know when to escalate issues to the client instead of making decisions independently.

KPI Tracking & Practice Operations

• Track key practice performance metrics, including referrals, visits, cancellation rates, cash balance, growth, revenue, expenses, and profit.
• Support weekly, bimonthly, or monthly reporting depending on the report type.
• Monitor items such as active cases, draft notes, expired Plans of Care, expired authorizations, and financial reports.
• Support practice operations and administrative compliance as the practice grows.

HR Onboarding & Administrative Support

• Assist with onboarding new therapists and student interns.
• Help organize employee files, documentation, policies, procedures, and HR compliance items.
• Support day-to-day administrative and office management needs.
• Provide reliable follow-through on recurring tasks and outstanding administrative items.

Social Media & Marketing Support

• Assist with basic social media, marketing, or content creation tasks later in the engagement.
• Support marketing-related tasks only after demonstrating consistent quality and performance in the core medical administrative responsibilities.

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