Medical Virtual Assistant – Claims Management, Prior Authorization, Referrals

Winning Assistants LLC

Medical Virtual Assistant handling healthcare administrative tasks including claims management and prior authorizations for a growing therapy practice. Seeking a proactive and detail-oriented individual with administrative experience.

Posted 5/29/2026part-timeRemote • 🇵🇭 PhilippinesMid-LevelSenior💰 $5 - $6 per hourWebsite

About the role

Key responsibilities & impact

Process new client inquiries and referrals through the intake process.
Contact prospective clients within 24–48 hours of receiving inquiries.
Complete intake processing within 7–10 days.
Coordinate with referral sources and maintain ongoing communication.
Manage referrals from sources such as Psychology Today and healthcare providers.
Submit and manage Medicaid prior authorizations.
Follow up on denied claims and resolve billing issues.
Track authorization status and ensure timely approvals.
Communicate with insurance companies regarding claim status and requirements.
Verify client insurance information and benefits.
Ensure claims are set up correctly and submitted accurately.
Review billing information for completeness and accuracy.
Work with commercial insurance platforms, including Blue Cross Blue Shield and other payers.
Serve as a virtual receptionist by answering and managing inbound calls.
Make outbound calls to prospective clients and referral sources.
Schedule appointments and send appointment reminders.
Assist with payment collection and account follow-up when necessary.
Provide exceptional customer service to clients and stakeholders.
Perform data entry and maintain accurate records.
Manage workflows and task tracking using Trello.
Update client information within SimplePractice EHR.
Assist with general administrative and operational support tasks.
Work independently while meeting established performance goals.

Requirements

What you’ll need

Experience in healthcare administration, medical virtual assistance, or a related healthcare support role.
Experience handling prior authorizations, insurance verification, referrals, or medical claims.
Strong phone communication and customer service skills.
Excellent organizational skills and attention to detail.
Ability to work independently and take initiative.
Strong follow-up and problem-solving abilities.
Understanding of HIPAA compliance and patient confidentiality.
Proficiency with Google Workspace and web-based applications.
Experience with SimplePractice EHR (preferred).
Experience using Trello for workflow management (preferred).
Familiarity with Google Voice (preferred).
Experience working with Medicaid and commercial insurance plans (preferred).
Background in appointment setting, customer service, account management, or healthcare call center environments (preferred).

Benefits

Comp & perks

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.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

prior authorizationsinsurance verificationmedical claimsbilling resolutiondata entryappointment settingcustomer serviceworkflow management

Soft Skills

communication skillsorganizational skillsattention to detailindependenceinitiativefollow-upproblem-solving