Winning Assistants LLC

Executive Assistant

• Handle a high volume of incoming patient calls, referrals, and general inquiries
• Schedule, confirm, and follow up on patient appointments
• Maintain accurate and organized records of patient calls, appointments, and communications
• Track patient schedules, therapist availability, and service coordination
• Communicate with insurance companies regarding coverage, claims, and authorization requirements
• Process insurance claims and assist with prior authorizations
• Apply medical coding (ICD-10, CPT, HCPCS) for accurate claim submission
• Assist with credentialing-related documentation and insurance requirements
• Track insurance approvals, authorizations, and limitations to support scheduling and billing
• Convert therapy units (based on CPT codes) into billable hours for scheduling and billing purposes
• Review therapist schedules to ensure required billable hours are met and identify gaps
• Track and report billable hours accurately for insurance and internal records
• Apply understanding of varying unit durations (e.g., 15-minute or 30-minute units) when scheduling services
• Create and maintain spreadsheets for patient schedules, insurance authorizations, and billing hours
• Use Excel formulas to calculate billable hours and convert units into hours
• Organize and analyze data using sorting, filtering, and pivot tables
• Maintain accurate, structured, and up-to-date records of appointments, authorizations, and patient communications
• Maintain and update patient records in compliance with healthcare regulations and confidentiality standards
• Provide general administrative support, including document processing and patient correspondence
• Assist with remote patient monitoring coordination when needed
• Schedule interviews for Indeed candidates and coordinate availability
• Maintain supervision and tracking spreadsheets to ensure accurate records

Medical Virtual Assistant, Bilingual Spanish-English

• Greeting patients virtually and assisting with the check-in process. Conducting face-to-face patient interactions via tablet during check-in
• Collecting patient co-pays and deductibles and confirming patient details
• Answering inbound phone calls and responding to patient inquiries
• Scheduling, confirming, and managing patient appointments accurately
• Performing patient communication and follow-ups
• Supporting patient care coordination through remote administrative tasks
• Completing back-end administrative support as needed
• Entering and maintaining accurate patient data in the patient management system
• Using EMR/EHR systems (WebPT experience preferred)
• Remaining present in a virtual video conference room with camera on for the entire shift to support real-time collaboration

Medical Virtual Assistant, Spanish-English Bilingual – Front Desk & Administration

• Verify Medicaid and private insurance benefits at least two (2) days before scheduled patient appointments.
• Review insurance eligibility, deductibles, co-pays, limitations, and benefit coverage.
• Document complete insurance benefit breakdowns accurately within the practice management system (Dentrix or similar EHR/EMR).
• Process and submit prior authorizations before patient visits.
• Navigate multiple insurance portals to verify eligibility and resolve insurance-related concerns.
• Troubleshoot insurance issues and communicate updates to the appropriate team members.
• Post insurance and patient payments accurately into the practice management software.
• Maintain accurate patient account balances.
• Support revenue cycle workflows by ensuring insurance information, payments, and documentation remain current and accurate.
• Help minimize payment delays caused by missing insurance information or authorization issues.
• Answer patient billing and insurance-related inquiries professionally through the clinic's phone system (RingCentral or similar platform).
• Transfer calls to the appropriate team members when necessary.
• Explain insurance benefits and patient financial responsibilities in a professional and patient-friendly manner.
• Conduct patient recall and reactivation outreach during available time.
• Support administrative tasks across both office locations.
• Prepare and submit daily End-of-Day (EOD) reports summarizing completed work.
• Communicate proactively with the doctor and office staff regarding workflow updates or issues.
• Follow HIPAA-compliant procedures when handling patient information, insurance details, and payment records.

Dental Insurance, Revenue Cycle Virtual Assistant

• Provide dependable back-office administrative support for a growing medical practice
• Answer inbound patient calls professionally throughout the workday
• Manage voicemail messages and return patient calls promptly
• Coordinate with providers regarding patient requests and follow-up needs
• Submit and manage prior authorization requests with insurance companies
• Retrieve laboratory results from Labcorp and Quest Diagnostics and upload within Jane Health EMR
• Process incoming and outgoing medical faxes and maintain the electronic fax inbox
• Complete patient intake forms and administrative documents accurately
• Process prescription refill requests efficiently
• Maintain accurate patient documentation and assist with medical record management

Medical Virtual Assistant, EMR Experience Required

• Manage inbound patient calls, website inquiries, and leads from Facebook and Instagram advertisements.
• Follow up with prospective patients, nurture leads, and encourage them to schedule appointments.
• Handle inbound and outbound patient communication professionally as a virtual receptionist and customer service representative.
• Schedule appointments and send confirmations and reminders to help prevent no-shows.
• Onboard new patients into Calyx Health EMR.
• Collect patient forms and submit insurance information.
• Verify insurance coverage and document insurance information accurately.
• Track claims and follow up on outstanding or rejected insurance claims.
• Contact insurance companies to inquire about denial reasons and claim status.
• Gather next steps for claim resolution and coordinate updates with the appropriate team.
• Help maintain accurate insurance, billing, and claims records.
• Track each dietitian’s billable units to help calculate compensation using Google Sheets or a similar spreadsheet tool.

Medical Virtual Assistant – Nutrition & Wellness

• Answer inbound phone calls and respond to client inquiries promptly and professionally
• Follow up with new leads through phone calls, text messages, and multiple messaging platforms
• Nurture leads until they book an appointment
• Respond to inquiries from Instagram, Facebook Messenger, website chat, and automated messaging platforms
• Schedule, confirm, reschedule, and manage client appointments
• Proactively contact clients regarding cancellations and available appointment openings
• Upsell services and packages during client interactions
• Educate clients on membership benefits and available promotions
• Support daily administrative operations
• Manage client communications during staff callouts or scheduling changes

Spa Receptionist, Sales Virtual Assistant

Business Development Rep

• Conduct outbound calls to pre-qualified healthcare referral partners.
• Introduce the organization's home healthcare services and generate interest.
• Identify, qualify, and connect with healthcare decision-makers.
• Schedule qualified meetings for the business owners.
• Build and nurture relationships with referral partners through consistent follow-up.
• Professionally handle gatekeepers, objections, and initial rejections.
• Maintain accurate prospect records in Zoho CRM.
• Document call outcomes, notes, and next steps.
• Schedule and manage follow-up activities.
• Track and manage the referral partner pipeline.
• Use Zoom Phone for outbound calling.
• Provide regular reports on outreach activities and appointment-setting results.
• Assist with general administrative tasks as needed.
• Conduct lead research and prospecting for future outreach campaigns.
• Expand and maintain the referral prospect database as outreach efforts grow.

Healthcare Appointment Setter – Business Development Representative

• Manage patient communication through WhatsApp and email, including inquiries, general questions, onboarding support, and follow-ups.
• Collect and organize patient intake forms, consent forms, initial questionnaires, and other required onboarding documents.
• Provide warm, professional, and timely communication to support patient experience, client conversion, and patient retention.
• Schedule, reschedule, and manage patient appointments using the client’s online scheduling platform.
• Coordinate post-visit follow-ups, lab test coordination, and patient instructions or reminders.
• Manage medication and prescription requests by coordinating with the appropriate clinical team members and pharmacies.
• Maintain, organize, and update patient records accurately and confidentially.
• Support medical charting, history-taking, and records management as needed.
• Help ensure timely patient communication, lab coordination, and safe handling of patient information.
• Collect patient payments and assist with basic payment tracking.
• Handle insurance-related tasks, including insurance verification, claims, and coding support, primarily for Hawaii operations.
• Collate receipts and assist with basic bookkeeping tasks.
• Schedule internal business meetings and manage calendars.
• Organize and maintain Google Drive files and documents.
• Provide general administrative and operational virtual assistant support.
• Assist with administrative tasks for the client’s separate Hawaii-based business as needed.

Medical Virtual Assistant – Midlife Women’s Health

• Answer incoming phone calls and manage high call volume
• Handle patient inquiries professionally and efficiently
• Conduct outbound calls
• Serve as the first point of contact for patients through the Weave phone system
• Escalate or route calls to the appropriate team members when necessary
• Schedule, reschedule, and coordinate patient appointments
• Send appointment reminders and follow-up communications
• Manage patient messages, voicemails, and callback requests
• Manage emails and calendars
• Perform insurance verification
• Process prior authorizations
• Handle referral processing
• Complete patient intake and registration
• Perform general administrative and back-office support

Medical Virtual Assistant, Primary Care

Bilingual

• Schedule and reschedule patient appointments.
• Call patients to remind them of upcoming appointments.
• Review the schedule daily to identify missed appointments and contact patients to reschedule.
• Provide pre-procedure instructions over the phone, ensuring patients fully understand the requirements, even if they have received written instructions.
• Handle patient requests for medication refills and create messages for the doctor to follow up.
• Use a voice-over-IP (VoIP) phone system with an auto-attendant to manage patient calls.
• Ensure all new patients seen the previous day are activated on the patient portal for seamless communication.
• Send requests for patient reviews after appointments using the Patient Review app.
• Follow specific patient management and communication protocols as outlined by Dr. Shafizadeh.
• Maintain and update accurate patient records using eClinicalWorks.
• Respond to patient calls, emails, and texts promptly.
• Sort, prioritize, and respond to communications, including newsletters.

Bilingual Medical Receptionist – Patient Coordinator

• Handle appointment scheduling, confirmations, and reminders via phone, text, or email.
• Manage patient intake and front desk communications, ensuring smooth onboarding and client interaction.
• Maintain accurate and confidential patient records and files.
• Support insurance verification, pre-authorizations, and billing coordination, including following up on claims when needed.
• Serve as the primary point of contact for patient outreach and follow-ups with families or guardians.
• Utilize telehealth platforms to assist with session coordination and troubleshooting.
• Answer inbound calls in a professional, friendly, and bilingual manner.
• Prioritize and respond to emails, texts, and client inquiries efficiently.
• Ensure clear and compassionate communication with clients and their families.
• Lead outreach effort via email and phone by connecting with local preschools, schools, pediatricians, neurologists, other healthcare providers, and community centers

Bilingual Medical Virtual Assistant

General

• Coordinate the initiation and continuation of biologic therapies.
• Manage the workflow from the provider’s order through medication approval, delivery, and ongoing treatment support.
• Prepare, submit, and track prior authorizations, appeals, and supporting insurance documentation.
• Follow up with insurance companies and proactively resolve authorization delays or treatment barriers.
• Coordinate prescriptions and medication delivery with specialty pharmacies.
• Assist patients with enrollment in manufacturer assistance and medication access programs.
• Educate patients about approval timelines, specialty pharmacy requirements, and next steps.
• Maintain accurate patient records and authorization updates in the EMR.
• Collaborate with providers, nurses, pharmacies, insurers, and other clinical staff to support continuity of care.
• Prepare and maintain biologic medication records, status reports, and tracking systems

Biologics Prior Authorization Coordinator

Frontend Engineer

• Proactively contact patients to ensure completion of provider-ordered labs, imaging, referrals, diagnostic testing, and other follow-up care.
• Monitor outstanding provider orders and maintain follow-up lists to prevent delays in patient care.
• Track pending patient tasks and ensure nothing falls through the cracks.
• Coordinate with patients regarding provider requests, test results, referrals, and additional care instructions.
• Escalate complex patient concerns when appropriate.
• Schedule, reschedule, and confirm appointments across multiple providers.
• Maintain organized provider calendars while optimizing patient flow.
• Send appointment reminders using the patient communication platform.
• Coordinate follow-up appointments and ensure scheduling accuracy.
• Answer inbound patient calls professionally and efficiently.
• Make outbound calls for patient follow-ups, appointment confirmations, and care coordination.
• Serve as the virtual front desk by assisting patients with scheduling inquiries and general questions.
• Deliver compassionate and patient-centered communication during every interaction.
• Verify patient insurance eligibility and benefits.
• Review coverage prior to appointments and document findings accurately.
• Communicate insurance-related information to patients when necessary.
• Provide front and back office medical assistant support.
• Maintain accurate documentation within the EMR/EHR.
• Manage emails, provider messages, and administrative workflows.
• Coordinate calendars and assist with daily office operations.
• Maintain HIPAA compliance and patient confidentiality.

Medical Virtual Assistant – Patient Reactivation, Scheduling

• Assist with a blend of front desk, billing, patient communication, lead generation, and administrative tasks.
• Phone & Patient Communication: Answer inbound calls and make outbound follow-ups, assist with medication refill requests, communicate with empathy and warmth.
• Scheduling & Administrative Tasks: Set and confirm appointments, conduct patient call follow-ups, manage insurance eligibility verification.

Virtual Assistant – Mental Health Practice

• Make outbound calls to prospective and existing patients to introduce and educate them about available DME products and services
• Assess patient needs and recommend appropriate equipment based on their circumstances
• Explain the DME process, including insurance verification, required documentation, and next steps
• Address patient questions with professionalism, empathy, and product knowledge
• Handle inbound inquiries via phone, email, chat, and text
• Schedule appointments and coordinate follow-up communications
• Support calendar management for both internal teams and patient appointments
• Collaborate with intake, billing, and support teams to ensure a seamless patient experience
• Assist with community outreach initiatives and virtual patient education events as needed
• Maintain accurate documentation of all patient interactions within the CRM or patient management system
• Manage emails and text messages by sorting, prioritizing, and responding appropriately
• Assist with distributing newsletters, patient communications, and practice updates
• Ensure all patient interactions and documentation comply with HIPAA regulations and organizational policies