Winning Assistants LLC

Bilingual

• Manage incoming patient calls with professionalism and empathy
• Handle patient intake, scheduling, appointment confirmations, and calendar coordination
• Follow up on personal injury referrals and new patient inquiries
• Verify insurance eligibility and assist with administrative processing
• Coordinate patient care and ongoing appointment follow-ups
• Communicate with attorneys, providers, and professional offices regarding cases
• Send and receive medical records, lien agreements, and related documentation
• Maintain accurate patient records and administrative documentation
• Support backend administrative workflows and general office coordination
• Utilize Jane EHR and other healthcare systems for patient management
• Manage communication through Google Voice, WhatsApp, Zoom, and Google Chat
• Provide bilingual Spanish-English support to patients and referral partners

Bilingual Medical Receptionist, Patient Coordinator – Personal Injury

Executive Assistant

• Answer incoming patient phone calls professionally and efficiently
• Manage patient callbacks and follow-up communications
• Respond to patient inquiries and administrative requests
• Provide excellent customer service and patient support through phone and electronic communication
• Handle patient concerns with professionalism and empathy
• Schedule, reschedule, and confirm patient appointments
• Manage no-show appointments and rescheduling efforts
• Support patient check-in and check-out workflows
• Maintain accurate scheduling records within NexTech EHR
• Verify patient insurance eligibility and benefits
• Submit and follow up on prior authorizations
• Coordinate with insurance companies regarding claims and authorizations
• Assist with medical billing tasks and claims follow-up
• Post patient payments accurately into the practice management system
• Maintain organized billing and account records
• Update and maintain accurate patient records in NexTech EHR
• Support front desk and administrative operations as needed
• Assist with documentation and workflow management
• Ensure HIPAA compliance and patient confidentiality at all times
• NexTech EHR (Primary System)
• Timely answering and management of incoming patient calls
• Accurate appointment scheduling and follow-up communications
• Efficient handling of callbacks and patient inquiries
• Accurate insurance verification and prior authorization processing
• Proper payment posting and billing support
• Consistent patient satisfaction and customer service standards
• Reliable attendance and responsiveness during work hours

Healthcare Virtual Assistant – Front Desk, Scheduling, Insurance Support

• Handle high-volume inbound and outbound phone calls professionally and efficiently
• Conduct patient intake and collect required demographic, medical, and referral information
• Verify insurance eligibility and benefits
• Route calls, messages, and requests to the appropriate family members, clinicians, or departments
• Manage and prioritize urgent communication needs
• Coordinate with referral sources, patients, families, and healthcare providers
• Document all communications accurately within the EMR system
• Assist with hospice admission workflows and intake coordination
• Maintain confidentiality and HIPAA compliance at all times
• Provide weekend coverage when needed

Hospice & Palliative Care Medical Virtual Assistant

Data Entry

• Accurately input and update patient data across registration systems and PDF forms
• Manage virtual waiting rooms, including sending video links and monitoring attendance
• Coordinate patient flow in real-time across multiple platforms during consultations
• Respond to patient inquiries via text and email; make occasional outbound calls if needed
• Ensure completeness and accuracy of patient information to prevent processing delays
• Provide general administrative support and assist with daily operations

Telehealth Patient Coordinator, Data Entry Specialist

• Manage prior authorizations for vascular surgery procedures
• Submit and track radiology authorizations (CT, MRI, MRA, CTA, Ultrasound)
• Monitor authorization requests and update CPT codes when procedures change
• Prepare and submit authorization letters and supporting documentation
• Communicate with insurance companies regarding approvals, denials, modifications, and status updates
• Manage TriWest and Veteran authorization requests
• Review patient charts and gather supporting clinical documentation for insurance submissions
• Collaborate with providers and nurses to obtain missing clinical information
• Verify insurance eligibility and patient benefits
• Handle HMO referrals and referral follow-ups
• Review patient notes and identify appropriate CPT codes
• Generate patient cost estimates based on CPT codes and insurance coverage
• Verify copays, deductibles, and out-of-pocket expenses
• Assist with patient billing inquiries and insurance-related questions
• Process and follow up on medical record requests
• Ensure imaging reports, laboratory results, and medical records are received before appointments
• Review clinical notes and extract relevant information for authorizations
• Maintain accurate documentation within the EHR/EMR system
• Monitor internal communications and respond to authorization-related requests in real time
• Follow up on billing claims and insurance issues
• Manage documentation related to referrals, insurance, billing, and patient records
• Provide administrative support for healthcare operations and scheduling workflows
• CGM EMD (CompuGroup Medical EMD)
• Microsoft Teams
• SIP Trunk VoIP System
• Sangoma Digium App

Healthcare Prior Authorization, Insurance Verification Virtual Assistant

• Complete patient intake coordination from start to finish
• Collect and document patient information accurately
• Update and maintain patient records within Practice Better
• Ensure all intake documentation is complete and organized
• Answer incoming phone calls and manage patient inquiries professionally
• Conduct non-clinical consultations and patient outreach calls
• Follow up with referred patients and manage referral workflows
• Coordinate communication between patients and providers
• Provide compassionate and trauma-informed support during sensitive conversations
• Verify insurance eligibility, benefits, and coverage details
• Communicate insurance information clearly to patients
• Ensure accuracy in insurance verification and documentation
• Schedule appointments and manage provider calendars
• Set up meetings via Zoom and Google Meet
• Monitor and respond to emails promptly
• Track outstanding tasks, referrals, and follow-ups
• Handle receptionist and front desk administrative duties
• Assist with executive assistant and general administrative support
• Support day-to-day clinic operations and workflow management
• Maintain HIPAA-compliant handling of all patient information
• Document patient interactions accurately and thoroughly
• Maintain confidentiality and professionalism at all times

Medical Virtual Assistant – Reproductive Mental Health

• Answer incoming calls and manage high-volume phone communication
• Handle patient inquiries and correspondence professionally
• Schedule and coordinate patient appointments
• Confirm appointments and send reminders
• Perform dental insurance verification and basic claims processing
• Coordinate appointment schedules to optimize provider availability
• Provide basic front-desk administrative support
• Maintain accurate and organized documentation within practice systems

Bilingual Dental Patient Coordinator, Spanish-English

• 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.

Medical Virtual Assistant – Claims Management, Prior Authorization, Referrals

Claims Specialist

• Manage rejected claims follow-up and resolution
• Track claim submissions and monitor for denials or rejections
• Investigate claim issues and coordinate corrective actions
• Communicate directly with insurance companies regarding billing and reimbursement concerns
• Handle insurance credentialing fixes and provider enrollment issues
• Ensure provider credentialing remains updated and active within insurance systems and Tebra Care
• Process insurance verification and eligibility checks
• Support copay collection and insurance coordination workflows
• Manage prior authorization workflows
• Transfer patient information from Zocdoc into Tebra EMR
• Assist with schedule management and calendar optimization
• Maintain organized follow-up systems and documentation tracking
• Collaborate closely with internal staff to support operational efficiency

Credentialing and Claims Specialist

• Accurately document patient visits and medical notes
• Assist providers with detailed medical documentation
• Ensure completeness and accuracy of patient records
• Support SOAP note preparation and clinical documentation workflows
• Reduce documentation burden on medical assistants
• Handle inbound and outbound patient calls professionally
• Assist with patient communication and follow-up
• Support administrative coordination related to patient care
• Assist with patient triage support
• Help route patient concerns appropriately
• Support clinic administrative workflows and documentation tasks

Bilingual Medical Scribe, Patient Support Virtual Assistant

Medical Billing and Coding

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Healthcare Billing Specialist – Home Health

• The company is seeking a highly detail-oriented and experienced Mental Health / Behavioral Health Medical Biller and Coder (Billing & Coding Support) with a strong background in medical billing, CPT/ICD-10 coding, and behavioral health operations.
• This role is critical in ensuring accurate and timely claim submissions while supporting administrative and front-office operations.
• The ideal candidate is proactive, organized, and capable of meeting strict billing turnaround deadlines in a fast-paced behavioral health environment.
• Clear billing queues in AdvancedMD
• Handle reconciliations and billing follow-ups
• Process claims through the Availity RCM system
• Ensure accurate CPT and ICD-10 coding
• Submit claims within strict 24–36 hour turnaround deadlines
• Monitor and reduce claim denials
• Run billing and financial reports using AdvancedMD and Excel
• Perform insurance verification through AdvancedMD and Ohio Medicaid Provider Network Management tools.
• Handle general back-office administrative tasks
• Support communication through email, phone calls, messaging apps/CRM systems (Slack, Salesforce, WhatsApp, Skype), and video conferencing tools (Zoom, Google Meet).

Mental Health – Behavioral Health Medical Biller and Coder

• Support daily operations and patient coordination.
• Answer inbound calls promptly (within 3–4 rings).
• Handle multiple simultaneous calls professionally.
• Provide excellent customer service with a friendly and courteous demeanor.
• Send appointment reminders.
• Follow up with missed appointments/no-shows.
• Respond to patient inquiries through phone, email, messaging apps, and CRM platforms.
• Manage provider calendars and appointment scheduling.
• Handle appointment rescheduling efficiently.
• Conduct new client intakes.
• Verify and organize patient information.
• Coordinate scheduling based on provider availability.
• Generate reports in AdvancedMD.
• Create summary reports for billing using Excel/MS Office.
• Assist with maintaining efficient scheduling workflows.
• Support billing turnaround timelines (24–36 hours from client visits).
• Help reduce administrative workload for the front desk team.
• Maintain low missed-call rates.
• Efficiently manage daily intakes and reschedules.
• Demonstrate proactive work habits during downtime.
• Maintain professionalism and responsiveness at all times.

Mental Health / Behavioral Health Virtual Assistant – Receptionist

Appointment Setter

• Respond to incoming leads through phone, email, text, and other communication channels
• Schedule appointments and maintain organized lead follow-up workflows
• Build rapport with leads and maintain professional communication
• Prioritize quick response times to maximize appointment conversion
• Answer inquiries and provide accurate information to potential clients
• Maintain timely and consistent communication with leads
• Reach out to previous or inactive leads during downtime
• Re-engage prospects and encourage renewed interest
• Maintain accurate notes and updates within the CRM system
• Manage leads and appointment activity within CRM platforms
• Update lead records and communication notes accurately
• Assist with general administrative tasks related to lead management

Appointment Setter – Patient Scheduling, Lead Coordination

Sales

• Engage daily with business owners, doctors, and clinic managers via Google Meet calls.
• Manage 4+ hot, pre-qualified leads booked into your calendar daily (ZERO cold calling or prospecting).
• We book appointments for you, just handle the calls.
• Close deals on packages ranging from $2k and up using a proven script and resources.
• Collect payments and ensure smooth handover to the fulfillment team.
• Handle light admin tasks: manage the sales pipeline, follow-ups, draft contracts, etc.
• Participate in daily sales huddles, training sessions, and team meetings to sharpen your skills.
• Maintain a minimum of 30-35% close rate with hot leads.
• Build rapport with leads before calls to increase engagement and show-up rates.
• Follow up with no-shows and cancellations to rebook appointments.
• Manage and advance all pipeline opportunities effectively.
• Identify opportunities for referrals and client testimonials.