Virtual Medical Assistant – Medical Documentation Quality Assurance

Job Overview

Join our growing healthcare team at HealthSource Medical Associates as a Virtual Medical Assistant specializing in Medical Documentation Quality Assurance and Coordination!

In this important role, you will help ensure the accuracy, completeness, and consistency of medical leave and disability-related documentation, including Family and Medical Leave Act (FMLA) certifications, Americans with Disabilities Act (ADA) accommodation forms, short-term disability paperwork, and other medical certifications.

Your primary responsibility will be to carefully review completed medical documentation before it is submitted for physician approval and signature, identifying missing information, inconsistencies, potential errors, and areas requiring clarification.

You will also play a key role in coordinating administrative follow-up, including corrections, clarifications, amendments, and additional documentation requests received from patients, employers, disability specialists, leave administrators, and insurance carriers.

This position focuses on documentation quality assurance and administrative coordination rather than preparing or completing medical forms. You will work closely with our documentation specialists, administrative team, and physicians to ensure cases are handled accurately, professionally, and efficiently.

This fully remote opportunity is ideal for a highly organized, detail-oriented healthcare professional who enjoys reviewing medical documentation, identifying discrepancies, and supporting efficient clinical workflows.

Duties

• Review completed FMLA, ADA accommodation, short-term disability, and other medical leave documentation for accuracy, completeness, consistency, and potential discrepancies before physician review and signature.
• Identify missing information, conflicting dates, inconsistent leave frequencies or durations, incomplete responses, and other documentation concerns requiring correction or clarification.
• Cross-reference completed forms with available patient records, supporting documentation, and physician-approved information to help ensure consistency and accuracy.
• Coordinate with medical documentation specialists and physicians to address identified errors, discrepancies, or incomplete information.
• Review and coordinate incoming requests for corrections, clarifications, modifications, amendments, and additional documentation from patients, employers, HR representatives, leave administrators, and disability insurance carriers.
• Route administrative requests to the appropriate team members and escalate clinical questions or proposed changes to physicians for review and approval.
• Track outstanding requests, pending corrections, and documentation requiring additional review to ensure timely resolution.
• Maintain accurate records of case updates, communications, and follow-up activities within electronic health record (EHR) systems and other administrative platforms.
• Communicate professionally with internal team members and external parties regarding documentation status, outstanding requirements, and administrative follow-up.
• Identify recurring documentation issues and recommend workflow improvements to enhance accuracy, efficiency, and overall quality.
• Maintain strict confidentiality of patient information and comply with HIPAA requirements and applicable healthcare privacy regulations.
• Support additional medical documentation quality assurance and administrative coordination activities as needed.

Important: This position does not involve independently making clinical decisions, determining medical eligibility for leave, or changing physician-approved medical recommendations. Any requests involving diagnoses, medical restrictions, leave dates, accommodations, disability determinations, or return-to-work recommendations must be referred to the appropriate physician for review and approval.

Skills

• Strong knowledge of medical terminology, medical documentation practices, and healthcare administrative workflows.
• Experience reviewing medical records, medical certifications, or other healthcare documentation for accuracy, completeness, and consistency.
• Familiarity with FMLA certifications, ADA workplace accommodations, short-term disability documentation, and employer medical leave requirements is strongly preferred.
• Exceptional attention to detail, with the ability to identify discrepancies, missing information, conflicting dates, an…