Phone management and answering incoming calls
Managing patient emails and scheduling requests
Prior authorization and insurance follow-ups
Scheduling and rescheduling patient appointments
Sending appointment reminders
Responding to patient inquiries through phone and email
Helping reduce voicemail backlog
Supporting billing follow-ups for denied or missing payments
Assisting with follow-ups from the clinic’s lost patient report
Providing light administrative support within the EMR system
Organizing documents and assisting with general administrative tasks when needed (such as document organization or ordering office materials if requested)
Following up with insurance companies regarding claim denials or missing payments
Support for marketing, outreach and personal assistant tasks may possibly be assigned occasionally (not part of the major responsibility).
Credentialing may possibly be assigned (approximately once every 8 months) if needed, and training will be provided if ever required.

Requirements

At least 1 year experience working in healthcare administration or a medical office environment
Strong English communication skills, both written and spoken
Experience working in a physical therapy, rehabilitation, or musculoskeletal care practice is a plus
Experience with insurance verification, prior authorizations, claims follow-ups, or billing support
Professional and friendly phone presence when speaking with patients
Calm, empathetic communication style, especially when interacting with patients who may be in pain
Strong organizational skills and attention to detail
Ability to manage multiple patient communications and scheduling tasks efficiently
Comfortable using EMR/EHR systems and learning new platforms
Experience with Google Drive and standard office tools
Familiarity with VoIP phone systems
Must be proficient in speaking and writing English very clearly
Must have relevant work experience
Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
Must be available for video meetings with your camera on (when needed)

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.

Applicant Tracking System Keywords

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

Hard Skills & Tools

insurance verificationprior authorizationclaims follow-upsbilling supportEMR systemEHR systemdocument organizationschedulingpatient communicationadministrative support

Soft Skills

strong English communicationcalm communication styleempathetic communicationorganizational skillsattention to detailprofessional phone presenceability to manage multiple tasksfriendly demeanoradaptabilityteam collaboration

Certifications

NBI clearanceLocal Police Clearance