Catena

Medical Virtual Assistant

Catena

full-time

Posted on:

Location Type: Remote

Location: Philippines

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Tech Stack

Cloud

About the role

  • **Core Responsibilities****Medical Records Coordination & Management — 30%**
  • - Request, track, and organize medical records from providers and facilities
  • - Initiate requests and manage systematic follow-ups to ensure timely receipt
  • - Communicate with provider offices to resolve delays or discrepancies
  • - Coordinate ROI processes and ensure authorization requirements are met
  • - Maintain real-time tracking of outstanding requests and statuses
  • - Navigate provider-specific compliance protocols and requirements
  • - Build professional relationships with provider offices
  • **Document Monitoring, Capture & Routing — 25%**
  • - Monitor email inboxes, fax dashboards, provider portals, and secure websites
  • - Download and log incoming records promptly across all channels
  • - Apply correct file naming, categorization, and storage standards
  • - Upload documents into appropriate sections of internal systems
  • - Route documents to correct teams or case files without delay
  • - Maintain uninterrupted monitoring cadence to prevent missed items
  • **Quality Review & Verification — 20%**
  • - Review records for accuracy, completeness, and organization
  • - Validate documentation against original requests and requirements
  • - Serve as final quality checkpoint prior to delivery
  • - Identify and flag errors, omissions, or inconsistencies
  • - Ensure sensitive information is handled securely and appropriately
  • - Conduct periodic quality audits on workflows
  • **Data Entry & System Management — 15%**
  • - Enter and catalog records securely in internal databases
  • - Maintain structured trackers with channels, timestamps, and statuses
  • - Update completion dates and delivery confirmations
  • - Keep digital filing systems clean and retrieval-ready
  • - Generate reports on turnaround time and completion rates
  • **Internal Communication & Escalation — 10%**
  • - Communicate status updates and blockers to internal teams
  • - Escalate unresponsive providers or quality issues appropriately
  • - Document issues and resolutions clearly within systems
  • - Prepare concise summaries and status reports for stakeholders
  • - Coordinate across teams to maintain workflow continuity

Requirements

  • **Must-Haves (Required)****Experience & Healthcare Knowledge**
  • - 1 - 2+ years managing or processing medical records or healthcare documentation
  • - Strong understanding of medical terminology and clinical formats
  • - HIPAA compliance experience and secure data handling
  • - Familiarity with provider systems and healthcare workflows
  • **Technical & Systems**
  • - Proficiency navigating portals, PDFs, secure sites, and fax dashboards
  • - Strong document management and file organization skills
  • - Google Sheets / Excel for tracking and reporting
  • - Ability to manage multiple digital channels simultaneously
  • **Organization & Quality**
  • - Exceptional attention to detail and QA discipline
  • - Proven accuracy in repetitive, high-volume workflows
  • - Process-driven execution with strict SOP adherence
  • **Communication**
  • - Clear written and verbal English for provider and internal coordination
  • - Professional, diplomatic issue resolution and escalation
  • **Work Style**
  • - Dependable, proactive, and ownership-driven
  • - Comfortable working independently in remote settings
  • - Reliable PST/EST working-hour overlap
  • **Nice-to-Haves (Preferred)**
  • - 3+ years in medical records coordination
  • - Experience with Datavant, ChartSwap, MRO, CIOX/HealthPort, Verisma, Sharecare
  • - Legal medical records or personal injury case exposure
  • - Familiarity with Clio, MyCase, or similar systems
  • - Medical chronologies or case summary experience
  • - Health information management or coding background
  • - AI-assisted document processing exposure
  • **Tools Proficiency****Must-Haves (Required)**
  • - PDF editors (Adobe Acrobat) and document utilities
  • - Email, Slack, Gmail; professional healthcare communication tools
  • - Secure provider portals and fax dashboards
  • - Google Sheets / Excel
  • - Cloud storage and organized filing protocols
  • **Nice-to-Haves (Preferred)**
  • - Medical records platforms (Datavant, CIOX/HealthPort, MRO, ChartSwap, Verisma, Sharecare)
  • - Case management (Clio, MyCase)
  • - EMR/EHR familiarity
  • - Task tracking (Asana, ClickUp, Trello, Notion)
  • - AI summarization or document intelligence tools
Benefits
  • - **Competitive Salary:** Based on experience and skills
  • - **Remote Work: **Fully remote — work from anywhere
  • - **Generous PTO:** In accordance with company policy
  • - **Direct Mentorship:** Access to global industry leaders
  • - **Learning & Development: **Continuous growth resources
  • - **Global Networking: **Work with international teams
  • - **Health Coverage (Philippines only): **HMO after 3 months (full-time)
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
medical records managementHIPAA compliancedata entrydocument managementquality assurancefile organizationhealth information managementmedical terminologyclinical formatsprocess-driven execution
Soft Skills
attention to detailcommunicationproblem resolutionproactivedependableownership-drivenprofessionalismdiplomacyindependenceworkflow continuity