Medical Virtual Assistant – Care Coordination, Prior Authorization, Executive Support

Winning Assistants LLC

Medical Virtual Assistant coordinating healthcare needs and providing executive-level administrative support. Managing appointments and insurance processes in a remote capacity.

Posted 7/7/2026part-timeRemote • 🇵🇭 PhilippinesJuniorMid-Level💰 $5 - $6 per hourWebsite

About the role

Key responsibilities & impact

Schedule and manage medical, dental, physical therapy, specialist, concierge physician, neurology, executive health, and wellness appointments.
Coordinate referrals, imaging, laboratory work, blood tests, and follow-up care.
Confirm appointments and complete all required pre-visit paperwork.
Monitor healthcare portals daily for:
- Provider messages
- Test results
- Prescription updates
- Required follow-up actions
Communicate professionally with physicians, specialists, clinics, pharmacies, and healthcare providers to ensure seamless continuity of care.
Coordinate travel-related medical appointments when necessary.
Review medical reports, provider visit summaries, and treatment recommendations.
Identify required follow-up actions, medication changes, referrals, and ongoing treatment plans.
Maintain organized electronic medical records and healthcare documentation.
Track provider recommendations and ensure all action items are completed.
Maintain healthcare trackers, visit history logs, and medical documentation.
Verify insurance eligibility and patient benefits.
Obtain and manage prior authorizations.
Coordinate insurance approvals for procedures, imaging, specialists, and treatments.
Follow up on pending authorizations.
Communicate with insurance companies regarding claims, reimbursements, billing questions, and coverage issues.
Work directly with providers and billing departments to resolve insurance-related concerns.
Maintain accurate documentation of all insurance activities.
Coordinate prescription refill requests.
Communicate with pharmacies regarding medication updates and dosage changes.
Track medication and supplement inventory to prevent interruptions.
Coordinate supplement ordering and functional medicine programs.
Assist with preventive healthcare, nutrition programs, and wellness initiatives.
Manage complex healthcare calendars.
Conduct proactive calendar reviews and resolve scheduling conflicts.
Coordinate appointments across multiple healthcare systems.
Organize travel-related healthcare logistics.
Assist with executive administrative tasks as needed.
Maintain accurate scheduling records and reminders.
Maintain detailed task trackers and healthcare logs.
Ensure all open items receive timely follow-up until resolved.
Monitor pending referrals, prescriptions, insurance matters, and provider communications.
Prepare concise weekly status updates.
Escalate urgent healthcare matters promptly.
Healthcare appointment coordination and provider communication.
Medical records review, follow-up actions, and continuity of care.
Prescription, supplement, insurance, and wellness management.
Executive healthcare administration.
Healthcare scheduling and insurance coordination.
HIPAA-compliant handling of confidential medical information.

Requirements

What you’ll need

Minimum 2+ years of experience supporting U.S. healthcare providers, medical practices, or healthcare executives.
Strong experience with:
- Medical scheduling
- Insurance eligibility verification
- Prior authorizations
- Healthcare administrative workflows
- Provider communication
Solid understanding of:
- Medical terminology
- HIPAA compliance
- Medical records management
- Insurance coordination
Experience reviewing medical documentation and identifying required follow-up actions.
Excellent organizational and multitasking abilities.
Strong written and verbal English communication skills.
Ability to work independently with minimal supervision.
Exceptional attention to detail and accuracy.
Reliable internet connection and dedicated home office.
Long-term commitment and excellent attendance record.

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

✓ Tailor your resume

Applicant Tracking System Keywords

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

Hard Skills & Tools

Medical TerminologyMedical Records ManagementInsurance CoordinationFollow-Up Actions IdentificationHealthcare Documentation

Soft Skills

Organizational AbilitiesMultitaskingWritten CommunicationVerbal CommunicationAttention to Detail