Medical Virtual Assistant (Prior Authorization & Healthcare Administration)

Job Title: Medical Virtual Assistant (Prior Authorization & Healthcare Administration)

Position type: Part-Time

Work hours: 1:00 PM to 5:00 PM Eastern Time (4 hours per day/20 hours per week)

Work days: Monday to Friday

Salary: $6 - $7 per hour

Workplace: Remote

Preferred Candidate Location: Philippines

Our client is a U.S.-based healthcare organization dedicated to providing quality, patient-centered care and efficient healthcare services. We are seeking a proactive, highly organized, and detail-oriented Medical Virtual Assistant specializing in Prior Authorization and Healthcare Administration to support essential administrative operations, streamline insurance authorization processes, and maintain accurate staff credentialing records.

This is an excellent opportunity for an experienced healthcare administrative professional who enjoys managing important processes, coordinating with insurance providers, and helping healthcare teams focus more on patient care.

As a Medical Virtual Assistant, you will primarily handle prior authorization requests, incoming phone calls, and HR credential tracking. You will also assist with insurance verification, medical billing support, community outreach, scheduling coordination, and general administrative responsibilities as needed.

The ideal candidate has hands-on experience submitting and managing U.S. healthcare prior authorizations, strong English communication skills, excellent organizational abilities, and the confidence to work independently.

While prior authorization experience is essential, previous HR administration, credentialing, or healthcare-specific phone-handling experience is not required. Training will be provided for the practice's HR processes, and training resources are available for its EHR system.

If you're an experienced Medical VA who enjoys staying organized, solving problems, and making a meaningful difference behind the scenes of patient care, we'd love to hear from you!

Key Responsibilities

Prior Authorization Management (Top Priority)

• Prepare, submit, track, and manage prior authorization requests for healthcare services.
• Coordinate with insurance providers to confirm authorization requirements and submission procedures.
• Ensure all necessary patient, provider, and supporting documentation is complete and accurate before submission.
• Follow up on pending authorization requests and monitor their progress through determination.
• Track authorization approvals, denials, pending requests, and outstanding documentation.
• Monitor authorization expiration dates and provide timely reminders to prevent interruptions in authorized services.
• Maintain accurate records of authorization numbers, effective dates, expiration dates, payer correspondence, and follow-up actions.
• Identify authorization discrepancies or missing requirements and coordinate appropriate resolutions.
• Communicate authorization updates and outstanding concerns to the appropriate healthcare staff.
• Help reduce the therapist's administrative workload by maintaining an organized and efficient authorization process.
• Manage approximately five prior authorization requests per week, supporting a practice with approximately 60 active clients.

Phone Management & Call Coordination (Top Priority)

• Answer incoming calls professionally, courteously, and efficiently.
• Provide general assistance to callers and direct inquiries to the appropriate staff members.
• Screen spam, unsolicited, and irrelevant calls to minimize unnecessary interruptions.
• Route patient, insurance, and administrative inquiries to the appropriate team members.
• Take accurate messages and document relevant call details when necessary.
• Maintain professional phone etiquette and clear communication.
• Escalate urgent or sensitive concerns according to established procedures.
• Support an estimated call volume of approximately 10 incoming calls per week.
• Assist with outbound calls as needed for administrative follow-ups and outreach.

HR Administration & Staff Credential Tracking (Top Priority)

• Maintain organized and accurate records of staff credentials, professional certifications, and required training.
• Track credential, certification, and training expiration dates.
• Monitor upcoming renewal deadlines and provide timely reminders to the appropriate staff members.
• Update credentialing trackers, spreadsheets, and administrative records.
• Identify missing, outdated, or incomplete staff documentation.
• Follow up on outstanding credentialing or training requirements.
• Assist with organizing and maintaining confidential HR-related documentation.
• Support compliance-sensitive administrative tracking according to established organizational procedures.
• Learn and follow the client's HR administration and credential management processes.

Training will be provided for the client's HR and credential tracking procedures. Previous HR or credentialing experience is not required.

Insurance Verification & Medical Billing Support (Secondary Priority)

• Assist with verifying patient insurance eligibility, coverage, and benefits.
• Contact insurance providers to clarify coverage information or resolve insurance-related inquiries.
• Support medical billing-related administrative tasks as assigned.
• Assist with organizing billing records, documentation, and outstanding follow-ups.
• Identify incomplete or inconsistent insurance information and communicate concerns to the appropriate staff.
• Maintain accurate records of insurance communications and verification results.

Community Outreach & External Communication (Secondary Priority)

• Make outbound calls to community organizations, stakeholders, and other relevant contacts as directed.
• Assist with email outreach to community partners and stakeholders.
• Respond to routine administrative inquiries and coordinate follow-up communications.
• Maintain organized records of outreach activities and responses.
• Support administrative initiatives that strengthen communication with community stakeholders.

Scheduling & General Administrative Support (Secondary Priority)

• Assist with appointment scheduling and coordination when needed.
• Maintain accurate administrative records, trackers, and documentation.
• Support routine clerical tasks, data entry, and document organization.
• Coordinate with internal staff regarding outstanding administrative requests.
• Assist with managing multiple tasks and deadlines efficiently.
• Follow established healthcare administrative procedures and confidentiality standards.
• Identify opportunities to improve organization, tracking, and administrative workflows.

Top 3 Priorities

1. Prior Authorization Management

Take ownership of healthcare prior authorization workflows, including submission, tracking, payer follow-ups, and monitoring authorization expiration dates. Ensure requests are properly documented and processed efficiently to reduce the therapist's administrative workload and prevent avoidable service interruptions.

2. Professional Phone Management

Handle incoming calls, screen spam or irrelevant inquiries, and route callers to the appropriate staff members. Maintain professional, clear, and courteous communication while ensuring important calls and messages are handled appropriately.

3. HR Administration & Credential Tracking

Maintain accurate records of staff credentials, certifications, and required training. Proactively monitor expiration dates, organize documentation, and send timely renewal reminders to support efficient administrative operations.

What Success Looks Like

A successful Medical Virtual Assistant consistently demonstrates:

• Accurate and timely submission of healthcare prior authorization requests.
• Organized tracking of pending, approved, denied, and expiring authorizations.
• Proactive insurance follow-ups and timely communication of outstanding requirements.
• Reduced administrative workload for the therapist and healthcare team.
• Professional handling of incoming calls and accurate routing of inquiries.
• Effective screening of spam and unnecessary calls.
• Accurate maintenance of staff credentialing and training records.
• Timely reminders for upcoming credential and certification renewals.
• Strong organization and attention to detail across multiple administrative responsibilities.
• Accurate insurance verification and reliable billing-related support when needed.
• Professional communication with patients, insurance representatives, staff, and community stakeholders.
• Ability to work independently with minimal supervision.
• Consistent adherence to HIPAA requirements and patient confidentiality standards.

Tools & Platforms

• Integrity Checkpoint EHR: Used for patient records and healthcare administrative workflows. Training is available.
• Regular Text Messaging & GroupMe: Used for internal communication, coordination, and updates.

Requirements

Prior Authorization Experience

• Proven hands-on experience submitting, tracking, and managing U.S. healthcare prior authorizations (mandatory).
• Familiarity with insurance authorization requirements, submission procedures, and payer follow-up processes.
• Experience monitoring authorization statuses, approval dates, and expiration dates.
• Ability to identify missing documentation and resolve administrative authorization issues.
• Strong attention to detail when reviewing authorization requests and supporting records.
• Ability to maintain organized trackers and follow up on outstanding requests independently.

U.S. Healthcare Administrative Experience

• Previous experience supporting U.S.-based healthcare practices or healthcare administrative operations.
• Familiarity with common healthcare workflows, medical terminology, and insurance-related processes.
• Understanding of insurance eligibility, benefits verification, and general medical billing support.
• Experience maintaining accurate patient or administrative records.
• Knowledge of HIPAA requirements and patient confidentiality.
• Ability to handle healthcare information professionally and securely.

Communication & Phone Management

• Excellent verbal and written English communication skills (mandatory).
• Strong professional phone etiquette and confidence handling incoming and outbound calls.
• Ability to communicate clearly with patients, insurance representatives, staff members, and external contacts.
• Strong active listening skills and attention to detail when documenting messages.
• Ability to screen calls and appropriately route inquiries.
• Comfortable communicating professionally in a remote healthcare environment.

Organization & Administrative Coordination

• Strong organizational skills and the ability to manage multiple tasks and deadlines.
• Ability to maintain accurate trackers, spreadsheets, and administrative records.
• Attention to detail when monitoring staff credentials, certifications, and training expiration dates.
• Ability to provide timely reminders and follow up on outstanding requirements.
• Comfortable handling confidential administrative and staff information.
• Ability to learn and follow HR credentialing and compliance-tracking procedures.

Previous HR administration or staff credentialing experience is not required. Training will be provided.

Technical Skills & Independent Work

• Experience using EHR/EMR systems or similar healthcare administrative platforms.
• Strong computer literacy and proficiency with digital documentation, spreadsheets, and online communication tools.
• Willingness and ability to learn Integrity Checkpoint EHR.
• Ability to work independently with minimal supervision.
• Strong problem-solving skills and a proactive approach to administrative responsibilities.
• Excellent time management, multitasking, and prioritization skills.
• Dependable, adaptable, and committed to completing tasks accurately and on time.

Preferred Qualifications

• Previous experience as a Medical Virtual Assistant, Prior Authorization Specialist, Healthcare Administrative Assistant, or similar role.
• Experience supporting therapists, behavioral health providers, or other U.S.-based healthcare professionals.
• Experience handling insurance eligibility and benefits verification.
• Familiarity with medical billing workflows and insurance follow-ups.
• Previous experience managing staff credentials, certifications, or training records.
• Experience handling inbound calls in a healthcare environment.
• Experience with community outreach, outbound calls, or email communication with external stakeholders.
• Experience using Integrity Checkpoint EHR or similar healthcare systems.
• Experience supporting scheduling coordination and general healthcare administrative operations.

Ideal Candidate Profile

We're looking for someone who is:

• Experienced in Prior Authorizations: Confident managing authorization submissions, follow-ups, and expiration tracking.
• Highly Organized: Keeps accurate records, monitors deadlines, and ensures nothing important is overlooked.
• An Excellent Communicator: Handles phone calls, insurance inquiries, and professional correspondence clearly and courteously.
• Proactive: Anticipates deadlines, follows up on pending requests, and identifies potential issues early.
• Detail-Oriented: Carefully reviews healthcare documentation, authorization information, and administrative records.
• Independent & Self-Motivated: Takes ownership of responsibilities without requiring constant supervision.
• Reliable & Accountable: Consistently completes assigned tasks and communicates progress appropriately.
• Adaptable & Tech-Savvy: Comfortable learning new systems, including Integrity Checkpoint EHR.
• A Strong Multitasker: Effectively balances authorization requests, calls, credential tracking, and secondary administrative tasks.
• Professional & Confidentiality-Conscious: Handles sensitive healthcare and staff information responsibly.

Basic Requirements

• Must be proficient in speaking and writing clear, professional English.
• Must have hands-on experience with U.S. healthcare prior authorizations.
• Must have relevant U.S. healthcare administrative experience.
• Must be comfortable handling incoming calls professionally.
• Must be able to manage multiple responsibilities independently.
• Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available for video meetings with camera on when required.
• Must be available to work part-time, Monday through Friday, from 1:00 PM to 5:00 PM Eastern Time.

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.