Medical Virtual Assistant (Primary Care)

About The Role Join a primary care practice in Massachusetts as a Medical Virtual Assistant. You’ll be the first point of contact for patients, handling phone calls, appointment scheduling, patient coordination, and administrative support while ensuring an excellent patient experience.

Key Responsibilities Phone Management

• Answer incoming phone calls and manage high call volume
• Handle patient inquiries professionally and efficiently
• Conduct outbound calls
• Handle patient inquiries professionally and efficiently
• Serve as the first point of contact for patients through the Weave phone system
• Escalate or route calls to the appropriate team members when necessary

Appointment Scheduling & Patient Care Coordination

• Schedule, reschedule, and coordinate patient appointments
• Send appointment reminders and follow-up communications

Message Management & Follow-Up

• Manage patient messages, voicemails, and callback requests
• Manage emails and calendars
• Perform insurance verification
• Process prior authorizations
• Handle referral processing
• Complete patient intake and registration
• Perform general administrative and back-office support

Requirements

• Experience in a primary care or healthcare practice is preferred
• Experience handling high-volume inbound patient calls
• Excellent English communication with a clear, neutral accent
• Professional phone etiquette and strong customer service skills
• Atleast 1 year of experience with patient scheduling, intake, and care coordination
• Knowledge and hands on experience with insurance verification, prior authorizations, and referrals
• Strong organizational and multitasking skills
• Reliable, detail-oriented, and able to work independently
• Experience with eClinicalWorks (ECW) and Weave is preferred (similar EHR experience is welcome)
• Adaptable, proactive, and able to work independently while collaborating with the clinical team

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have at least 1 year of relevant work experience in Medical Virtual Assistant, Frontdesk / Receptionist and / or Patient Care Coordination
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.