Medical Virtual Assistant | Care Coordination, Prior Auth & Exec Support

About The Role INC is seeking a highly organized, proactive, and experienced Medical Virtual Assistant to provide executive-level healthcare administrative support. This role focuses on coordinating complex healthcare needs, managing medical appointments, insurance processes, medical records, and provider communications while ensuring exceptional organization, confidentiality, and continuity of care.

This is an excellent opportunity for an experienced Medical Virtual Assistant seeking a long-term, stable position.

Primary Responsibilities Healthcare Coordination (Primary Priority)

Schedule and manage medical, dental, physical therapy, specialist, concierge physician, neurology, executive health, and wellness appointments.

Coordinate referrals, imaging, laboratory work, blood tests, and follow-up care.

Confirm appointments and complete all required pre-visit paperwork.

Monitor Healthcare Portals Daily For Provider messages

Test results

Prescription updates

Required follow-up actions

Communicate professionally with physicians, specialists, clinics, pharmacies, and healthcare providers to ensure seamless continuity of care.

Coordinate travel-related medical appointments when necessary.

Medical Records & Care Management

Review medical reports, provider visit summaries, and treatment recommendations.

Identify required follow-up actions, medication changes, referrals, and ongoing treatment plans.

Maintain organized electronic medical records and healthcare documentation.

Track provider recommendations and ensure all action items are completed.

Maintain healthcare trackers, visit history logs, and medical documentation.

Insurance Eligibility, Prior Authorizations & Medical Billing

Verify insurance eligibility and patient benefits.

Obtain and manage prior authorizations.

Coordinate insurance approvals for procedures, imaging, specialists, and treatments.

Follow up on pending authorizations.

Communicate with insurance companies regarding claims, reimbursements, billing questions, and coverage issues.

Work directly with providers and billing departments to resolve insurance-related concerns.

Maintain accurate documentation of all insurance activities.

Medications, Supplements & Wellness Management

Coordinate prescription refill requests.

Communicate with pharmacies regarding medication updates and dosage changes.

Track medication and supplement inventory to prevent interruptions.

Coordinate supplement ordering and functional medicine programs.

Assist with preventive healthcare, nutrition programs, and wellness initiatives.

Appointment Scheduling & Executive Administrative Support

Manage complex healthcare calendars.

Conduct proactive calendar reviews and resolve scheduling conflicts.

Coordinate appointments across multiple healthcare systems.

Organize travel-related healthcare logistics.

Assist with executive administrative tasks as needed.

Maintain accurate scheduling records and reminders.

Tracking, Documentation & Follow-Through

Maintain detailed task trackers and healthcare logs.

Ensure all open items receive timely follow-up until resolved.

Monitor pending referrals, prescriptions, insurance matters, and provider communications.

Prepare concise weekly status updates.

Escalate urgent healthcare matters promptly.

Additional Areas of Support

Healthcare appointment coordination and provider communication

Medical records review, follow-up actions, and continuity of care

Prescription, supplement, insurance, and wellness management

Executive healthcare administration

Healthcare scheduling and insurance coordination

HIPAA-compliant handling of confidential medical information

Required Qualifications Minimum 2+ years of experience supporting U.S. healthcare providers, medical practices, or healthcare executives.

Strong Experience With Medical scheduling

Insurance eligibility verification

Prior authorizations

Healthcare administrative workflows

Provider communication

Solid Understanding Of Medical terminology

HIPAA compliance

Medical records management

Insurance coordination

**Experience Reviewing Medical Documentation And Identifying Requi…