Healthcare Administrative Virtual Assistant | Medical Records, Medicaid Billing

Client Overview And Job Summary Our client is a growing U.S.-based healthcare organization dedicated to providing compassionate, person-centered support that empowers individuals to live independently while receiving the care they need. Their team is committed to maintaining high standards of compliance, accuracy, and client service while building efficient systems that support both staff and the people they serve.

As they continue to grow, they are looking for a proactive and detail-oriented Healthcare Administrative Virtual Assistant to become an integral part of their operations team. This role is ideal for someone with a strong healthcare administrative background who enjoys organizing medical records, maintaining compliance documentation, supporting Medicaid billing, and ensuring administrative processes run smoothly.

Beyond healthcare administration, you’ll also assist with light marketing and practice support by creating newsletters, social media content, marketing materials, and updating the organization’s website.

Key Responsibilities Medical Records & Documentation

• Manage and maintain electronic medical records and client documentation.
• Collect, organize, upload, and maintain required client documents (Social Security cards, driver’s licenses, and other required records).
• Ensure all records remain accurate, complete, and properly organized within internal systems.
• Perform accurate data entry and maintain documentation integrity.

Medicaid Billing Administration

• Process Medicaid billing using standardized templates and established weekly billing workflows.
• Review billing documentation for completeness and accuracy.
• Assist in maintaining organized billing records and supporting billing compliance.

Compliance & Healthcare Administration

• Maintain compliance documentation for both staff and clients.
• Ensure regulatory documentation remains accurate, current, and audit-ready.
• Monitor documentation requirements and proactively identify missing or outdated records.
• Assist with compliance-related administrative processes as the organization continues to grow.

Administrative Support

• Answer incoming phone calls and assist clients with documentation requests.
• Manage email correspondence and general administrative communications.
• Assist with scheduling and day-to-day administrative operations.
• Order office supplies and support general office coordination.

Marketing & Business Support

• Create and schedule social media content.
• Design brochures, flyers, newsletters, and other marketing materials.
• Update website information, including address changes and general content updates.
• Support client communications and community engagement initiatives.

Top 3 Priorities

• Medical Records & Documentation Management
• Medicaid Billing Administration
• Compliance Documentation Management

Requirements

• Previous healthcare experience in medical records, healthcare administration, compliance, or related roles.
• Experience with Medicaid billing is highly preferred.
• Strong understanding of healthcare regulations, compliance requirements, and documentation best practices.
• Experience maintaining accurate healthcare documentation and compliance records.
• Excellent administrative, organizational, and data entry skills with exceptional attention to detail.
• Experience using healthcare software, EMRs, or healthcare documentation systems.
• Comfortable balancing multiple responsibilities across healthcare administration, compliance, and marketing support.
• Basic experience with social media management, content creation, newsletters, or marketing materials is a plus.
• Excellent written and verbal English communication skills.

Tools

• Focused EHR or other EMR/EHR systems
• Airtable
• Ooma (VoIP phone system)
• Google Workspace
• Microsoft Office
• QuickBooks (preferred, but not required)

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• 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 …