Medical Virtual Assistant - Patient Intake, Admin & Billing

Job Title: Medical Virtual Assistant — Patient Intake, Admin & Billing
Position Type: Full-Time (40 hours per week)
Work Hours: 9:00 AM – 5:00 PM Mountain Time
Work Days: Monday to Friday
Salary: $5–$6 per hour, depending on experience
Workplace: Remote
Preferred Candidate Location: Philippines

About the Client & Role

Our client is an established mental health practice supporting approximately 400 clients and managing around 350 therapy sessions per week. They are seeking a reliable, organized, and proactive Medical Virtual Assistant — Patient Intake, Admin & Billing to support patient intake, appointment scheduling, medical billing, email management, and daily practice operations. The role’s primary focus is patient intake coordination, followed by medical billing support and general administrative responsibilities, with billing responsibilities expected to increase over time under the guidance of the practice’s Billing Supervisor.

The ideal candidate has hands-on experience in patient intake, medical billing, healthcare administration, phone support, and EHR/EMR systems, along with strong technical skills, excellent communication, and the ability to manage multiple responsibilities. The client highly values a positive attitude, coachability, adaptability, and willingness to learn new workflows while building a long-term working relationship with the practice.

Scope of Work / Responsibilities

Patient Intake, Scheduling & Communication

• Coordinate new patient inquiries, registration, intake documentation, and appointment scheduling.
• Manage appointment confirmations, rescheduling, cancellations, and patient follow-ups.
• Handle patient calls and receptionist duties using the practice’s phone system.
• Maintain accurate patient records and intake documentation in SimplePractice.
• Monitor outstanding intake requirements and follow up to ensure completion.

Medical Billing & Payment Support

• Assist with medical billing workflows, payment-related tasks, and billing follow-ups under the guidance of the Billing Supervisor.
• Review billing records for accuracy, identify discrepancies or missing information, and coordinate resolution with the billing team.
• Maintain accurate billing documentation and update relevant information in the practice management system.
• Take on additional billing responsibilities as training and proficiency progress.

Email & Practice Administration

• Manage the practice’s administrative email inbox, respond to routine inquiries, and follow up on important communications.
• Support the practice owner with executive assistant responsibilities, daily operations, and administrative coordination.
• Maintain organized records, task lists, and documentation while identifying opportunities to improve workflows and efficiency.

Payroll & Administrative Coordination

• Assist with payroll-related administrative tasks according to established practice procedures.
• Support accurate tracking and organization of payroll information.
• Coordinate with the appropriate team members regarding outstanding administrative requirements.

Patient Reactivation & Marketing Support

• Contact inactive patients to encourage appointment scheduling and re-engagement with the practice.
• Assist with social media posting, engagement, and basic marketing activities.
• Support simple content creation or Canva-related tasks when needed.
• Handle additional marketing activities as workload permits, while prioritizing patient intake, billing, and administrative operations.

Tools You’ll Use

• SimplePractice — EHR/Practice Management
• Telzio — VoIP Phone System
• Email and messaging platforms
• Billing and payment management tools
• Payroll and administrative systems
• Canva and social media platforms, as needed

Requirements

Experience Requirements

• Patient Intake Experience: Required. Candidates must have hands-on experience coordinating patient intake, registration, appointment scheduling, and related healthcare administrative workflows.

• Medical Billing Experience: Required. Candidates must have previous experience supporting medical billing workflows, billing follow-ups, payment-related tasks, or healthcare billing administration. Full-cycle revenue cycle management experience is not required.

• Healthcare Administrative Experience: Required. Candidates must have previous experience supporting U.S.-based med…