Catena

Senior Medical Virtual Assistant

Catena

full-time

Posted on:

Location Type: Remote

Location: Philippines

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About the role

  • 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

  • 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
  • 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 managementdata entryquality assurancedocument managementfile organizationHIPAA compliancemedical terminologyhealthcare documentationreport generationworkflow management
Soft Skills
attention to detailcommunicationproblem-solvingproactivedependabilityownershipdiplomacyindependencetime managementcollaboration