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About the role
Key responsibilities & impact- The Medical Virtual Assistant manages the end-to-end lifecycle of medical records—from initial request through final delivery—ensuring accuracy, compliance, and timely processing across all documentation touchpoints.
- 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
What you’ll need- 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
- 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
- Exceptional attention to detail and QA discipline
- Proven accuracy in repetitive, high-volume workflows
- Process-driven execution with strict SOP adherence
- Clear written and verbal English for provider and internal coordination
- Professional, diplomatic issue resolution and escalation
- Dependable, proactive, and ownership-driven
- Comfortable working independently in remote settings
- Reliable PST/EST working-hour overlap
Benefits
Comp & perks- 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)
ATS Keywords
✓ Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills & Tools
medical records managementdata entryquality assurancedocument managementfile organizationHIPAA compliancemedical terminologyhealthcare documentationreport generationworkflow management
Soft Skills
attention to detailcommunicationproblem-solvingproactivedependabilityownershipdiplomacyindependencetime managementcollaboration