Medical Virtual Assistant – Nutrition & Wellness

Winning Assistants LLC

Medical Virtual Assistant managing patient communications for nutrition and wellness center. Responsible for calls, scheduling, EMR onboarding, and insurance verification.

Posted 7/22/2026part-timeRemote • 🇵🇭 PhilippinesMid-LevelSenior💰 $5 - $6 per hourWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in healthcare administration, patient communication, and insurance verification while effectively managing appointment scheduling and lead follow-up. Proficient in using EMR systems, particularly Calyx Health, and maintaining compliance with HIPAA regulations.

Highest-signal resume keywords

Healthcare Administrative ExperiencePatient Communication & Call Handling ExperienceLead Follow-Up & Appointment Conversion ExperienceInsurance Verification ExperienceEMR Experience

ATS Keywords

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Applicant Tracking System Keywords

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

Hard Skills

Appointment SchedulingInsurance VerificationClaims Follow-UpPatient OnboardingCalyx Health EMRGoogle SheetsPatient Forms CollectionBilling SupportLead NurturingMultitasking

Soft Skills

Strong Phone CommunicationCustomer Service SkillsOrganizational SkillsAttention to DetailProfessional Communication

Certifications & Qualifications

NBI ClearanceLocal Police Clearance

Industry Keywords

HIPAA ComplianceHealthcare AdministrationPatient CoordinationVirtual ReceptionistDietitian Support

About the role

Key responsibilities & impact

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.

Requirements

What you’ll need

Healthcare Administrative Experience: Required. Candidates must have previous experience in healthcare administration, medical office support, patient coordination, virtual receptionist work, or a similar healthcare support role.
Patient Communication & Call Handling Experience: Required. Candidates must be comfortable managing inbound and outbound patient calls and communicating professionally by phone.
Lead Follow-Up & Appointment Conversion Experience: Required. Candidates must be comfortable following up with website and marketing leads, nurturing prospective patients, and encouraging them to book appointments.
Patient Scheduling & Onboarding Experience: Required. Candidates must have experience with appointment scheduling, patient onboarding, reminders, and collecting patient forms or intake information.
Insurance Verification Experience: Required. Candidates must have experience verifying insurance coverage and handling insurance-related information accurately.
Claims Follow-Up / Billing Support Experience: Preferred. Candidates with experience tracking claims, following up on outstanding or rejected claims, contacting insurance companies to inquire about denial reasons, and identifying next steps for resolution are encouraged to apply.
EMR Experience: Required. Candidates must have experience using healthcare EMR/EHR systems. Experience with Calyx Health is strongly preferred.
Payroll Tracking Experience: Preferred. Candidates should be comfortable with basic payroll-related tracking, such as using Google Sheets to track billable units for providers. Advanced payroll experience is not required.
Dietitian, Nutrition, or Wellness Center Experience: Preferred. Experience supporting a dietitian, nutrition practice, wellness center, or similar healthcare environment is a plus.
HIPAA & Compliance Awareness: Required. Candidates must understand patient confidentiality and be comfortable handling sensitive healthcare information.
Strong phone communication and customer service skills.
Professional, welcoming, and patient-focused communication style.
Comfortable with lead nurturing and appointment conversion.
Highly organized with strong attention to detail, especially for insurance, claims, and payroll records.
Able to multitask and prioritize patient communication, scheduling, claims follow-up, and administrative responsibilities.
Comfortable learning Calyx Health EMR and other required systems.
Must speak and write English clearly and professionally.
Must have relevant work experience.
Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).

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.