Medical Virtual Assistant: Refills, Scheduling, and Authorizations

Medical Virtual Assistant: Refills, Scheduling, and Authorizations

Remote | Endocrinology | Part-Time | 30 Hours/Week | $5/Hour

About the Role

We are seeking an experienced and highly organized Medical Virtual Assistant to support a growing medical practice with prior authorizations, prescription refill coordination, patient scheduling, telephone encounters, and basic claims follow-up.

This role will work closely with the clinic's existing virtual assistant, front-desk staff, providers, and office manager to ensure patient requests are addressed promptly and administrative tasks are completed accurately.

The ideal candidate has experience working in a U.S. medical practice, understands how to manage patient messages and insurance-related tasks, and can confidently prioritize multiple responsibilities without allowing requests to remain unresolved.

This is a blended front-desk and back-office support position. It is not a full medical billing or coding role.

Key Responsibilities

Prior Authorizations

• Gather required patient, insurance, and clinical information for authorization requests.

• Submit prior authorizations through payer portals, phone, fax, or other approved methods.

• Track pending requests, follow up with insurance companies, and escalate delays or denials.

Prescription Refill Coordination

• Review refill requests received through calls, messages, and telephone encounters.

• Confirm required information and route requests to the appropriate provider for approval.

• Follow up on pending requests and communicate status updates to patients.

Appointment Scheduling and Patient Calls

• Schedule, reschedule, and confirm appointments for new and existing patients.

• Answer and return calls related to appointments, refills, referrals, and authorizations.

• Contact patients for follow-up, missing information, or appointment coordination.

Message and Telephone Encounter Management

• Review voicemail, AI-generated messages, and assigned telephone encounters in eClinicalWorks.

• Respond to routine requests or route them to the appropriate clinic team member.

• Monitor open messages to ensure they are completed, documented, or escalated promptly.

Claims and Appeals Support

• Review assigned returned, rejected, or pending claims.

• Submit requested medical records, corrected information, or supporting documentation.

• Assist with straightforward claim resubmissions, basic appeals, and payer follow-up.

Documentation and Escalation

• Document patient, provider, and insurance communication accurately in the appropriate system.

• Maintain clear notes regarding completed tasks, pending actions, and follow-up dates.

• Escalate urgent, clinical, or complex concerns to the provider or office manager.

Team and Administrative Support

• Work closely with the existing virtual assistant, providers, and onsite clinic staff.

• Provide updates on assigned, pending, and completed responsibilities.

• Support additional administrative tasks as clinic workflows and operational needs evolve.

Required Qualifications

• At least one year of experience as a Medical Virtual Assistant, Medical Administrative Assistant, Patient Coordinator, or similar healthcare support professional.

• Experience working with a U.S.-based medical practice.

• Experience processing or supporting prior authorizations.

• Experience coordinating prescription refill requests.

• Experience scheduling patients and handling inbound and outbound calls.

• Familiarity with electronic health records and telephone encounters.

• Strong written and verbal English communication skills.

• Ability to document information clearly and accurately.

• Strong organizational and time-management skills.

• Ability to manage multiple queues, messages, and follow-up tasks.

• Ability to recognize when a concern should be escalated.

• High level of professionalism, confidentiality, and attention to detail.

• Reliable internet connection and a secure home-based work environment.

Preferred Qualifications

• Experience using eClinicalWorks.

• Experience with claims follow-up, medical-record submissions, corrected claims, or basic appeals.

• Experience working with AI-assisted phone or patient messaging systems.

• Familiarity with HIPAA requirements and patient privacy standards.

• Experience supporting a growing or high-volume medical practice.

• Ability to work independently while maintaining regular communication with the team.