Winning Assistants LLC

Executive Assistant

• Verify patient insurance eligibility and benefits before scheduled appointments.
• Review deductibles, copays, coinsurance, and patient financial responsibility.
• Ensure insurance information is accurate and updated within the EHR/EMR.
• Document all eligibility verification activities accurately and thoroughly.
• Submit and obtain prior authorizations through insurance portals and payer websites.
• Monitor pending authorization requests and follow up with insurance companies as needed.
• Communicate authorization updates promptly to providers and clinic staff.
• Maintain accurate records of authorization status and supporting documentation.
• Create new patient charts and update existing medical records.
• Ensure patient demographics and insurance information remain complete and accurate.
• Maintain organized documentation within the electronic medical record system.
• Answer overflow inbound phone calls when the in-office team is unavailable.
• Assist patients with general inquiries in a courteous, professional, and empathetic manner.
• Route calls appropriately and ensure timely message delivery.
• Support the front office with insurance-related administrative tasks.
• Maintain strict HIPAA compliance and protect patient confidentiality at all times.

Spanish Bilingual Medical Virtual Assistant

• Serve as the virtual front desk by answering incoming calls from new and existing patients and families.
• Respond professionally to patient inquiries and provide excellent customer service.
• Assist with patient intake and collect required information accurately.
• Enter new patient information into the Home Care Home Base (HCHB) system.
• Coordinate meetings and schedules with Registered Nurses (RNs).
• Provide general administrative support to the practice.
• Maintain accurate and organized patient records.
• Collaborate with the company's marketing agency by brainstorming and researching content ideas.
• Help coordinate and maintain website content and blog posts.
• Assist with website updates and content management.
• Research opportunities to increase community engagement and brand awareness.
• Build relationships with clinics, healthcare providers, community organizations, camps, and parent groups.
• Conduct outreach and cold calls to potential referral partners.
• Help identify creative ways for the practice to differentiate itself from competitors.
• Share ideas and recommendations to improve business growth and patient engagement.

Healthcare Virtual Assistant – Patient Intake, Marketing, Community Outreach

Prior Authorization Specialist

• Process and submit prior authorization requests to insurance companies.
• Verify patient insurance eligibility, benefits, and coverage.
• Follow up with insurance carriers regarding authorization status.
• Communicate professionally with providers, clinic staff, patients, and insurance representatives via phone and email.
• Maintain accurate documentation of authorization requests, approvals, denials, and outcomes.
• Update patient records and EMR/EHR systems with authorization information.
• Investigate and resolve authorization issues, denials, or delays.
• Monitor authorization expiration dates and submit renewal requests as needed.
• Prioritize and manage multiple authorization cases while meeting deadlines.
• Ensure compliance with HIPAA regulations and maintain patient confidentiality.

• Build, customize, and maintain workflows within Go High Level.
• Create and implement automations, triggers, campaigns, and pipeline workflows.
• Complete Go High Level projects and workflow requests assigned by the provider.
• Troubleshoot and improve existing GHL automations and processes.
• Answer inbound patient calls professionally.
• Respond to patient emails and inquiries promptly.
• Coordinate communication with insurance companies.
• Check insurance claim status and follow up on outstanding claims.
• Maintain accurate documentation within ChiroTouch EHR.
• Perform internet research and administrative tasks as needed.
• Support day-to-day clinic operations alongside the current Virtual Assistant.
• Review work carefully to help minimize errors and improve workflow efficiency.

Patient Support, GoHighLevel Virtual Assistant

Bilingual

• Schedule patient appointments and send appointment reminders
• Handle patient inquiries through phone, email, text, and telehealth platforms
• Communicate professionally and compassionately with patients
• Manage email and text communications, including sorting, responding, prioritizing, and sending newsletters
• Coordinate with healthcare professionals to support smooth patient care
• Manage and maintain patient records accurately in AthenaHealth
• Support chronic disease management through follow-ups, patient tracking, and record updates
• Assist with medical coding and documentation support
• Compile medical research and prepare reports as needed
• Prepare and organize reports, presentations, spreadsheets, and other documents
• Process claims and verify patient insurance coverage
• Support medical billing reconciliation
• Assist with billing-related administrative tasks
• Help ensure insurance and patient financial information is documented accurately
• Manage telehealth platforms and virtual patient coordination
• Support donor communications using provided templates
• Assist with social media management, including content scheduling and account monitoring
• Provide general administrative support as the clinic grows and operational needs evolve

Bilingual Healthcare Coordinator, Spanish-English

Medical Billing and Coding

• Submit insurance claims accurately and in a timely manner.
• Verify patient insurance eligibility and benefits.
• Follow up on unpaid, pending, and denied insurance claims.
• Manage Accounts Receivable (A/R) and reduce outstanding balances.
• Contact insurance companies regarding claim status, corrections, and appeals.
• Monitor billing reports and identify opportunities to improve collections.
• Maintain accurate billing records and documentation.
• Help ensure timely reimbursement and consistent revenue collection.
• Assist with incoming phone calls during overflow periods.
• Support prior authorization requests when needed.
• Help with general administrative tasks during lighter billing periods.

Medical Billing Specialist – Part-Time

Customer Support

• Conduct patient follow-up calls and lead nurturing
• Schedule consultations and appointments
• Coordinate virtual consultations and calendar management
• Manage phone calls and routing through Google Voice
• Respond to consultation inquiries submitted through Google Forms
• Support administrative task management through Asana
• Process prior authorizations and insurance verification
• Assist with insurance reimbursement coordination
• Prepare itemized receipts and invoices
• Support billing-related administrative workflows
• Submit out-of-network insurance claims
• Educate clients about medical wigs, cranial prosthetics, and hair extension services
• Explain financing and payment options professionally and confidently
• Help communicate the value of higher-end medical products
• Support consultation follow-up and appointment conversion efforts
• Provide customer service support across both business lines

Healthcare Sales and Support Specialist

• Answer incoming patient calls and respond to inquiries professionally and compassionately
• Educate prospective patients about available services and treatment options
• Assist with scheduling new patient consultations and follow-up appointments
• Conduct patient follow-up communications and appointment reminders
• Provide exceptional customer service and patient experience
• Complete new patient onboarding and intake processes
• Set up new patient profiles and records in Simple Practice
• Perform insurance pre-qualification and eligibility checks
• Coordinate patient documentation, forms, and required paperwork
• Maintain accurate patient records and administrative workflows
• Support communication between patients and providers
• Update and maintain the practice's Psychology Today profile
• Assist with website content updates and modifications
• Support Google Ads campaigns and basic marketing initiatives
• Help improve online visibility and patient acquisition efforts
• Assist with practice growth projects and outreach activities

Mental Health Administrative – Marketing Virtual Assistant

• Enter handwritten patient notes into the JerryMed EHR system accurately and efficiently.
• Transcribe and document patient information with a high level of accuracy.
• Update and maintain patient charts and medical records.
• Process and organize approximately 700+ patient notes per month.
• Ensure documentation is complete, accurate, and entered in a timely manner.
• Manage note workflows from three different healthcare facilities.
• Organize digital files and patient documentation.
• Maintain HIPAA compliance and patient confidentiality standards.
• Assist with general administrative tasks as needed.
• Support additional note entry and documentation projects when workload allows.
• Communicate effectively regarding missing information or documentation discrepancies.
• Help streamline record-keeping and administrative processes to improve efficiency.

Medical Scribe, Virtual Assistant

Sales

• Answer all incoming patient calls promptly (no missed calls)
• Schedule and manage patient appointments
• Maintain excellent phone etiquette and patient experience
• Ensure patients feel heard, supported, and valued
• Educate patients on services such as laser treatments, weight loss, and wellness programs
• Identify patient needs and recommend appropriate services
• Confidently upsell and convert inquiries into booked appointments
• Support marketing efforts through patient conversations
• Handle prior authorization requests
• Coordinate referrals with other providers
• Ensure all documentation and approvals are completed accurately
• Respond to patient inquiries and follow-ups
• Work within EClinicalWorks (ECW) for scheduling and documentation
• Use RingCentral for phone communication
• Navigate multiple systems and patient management tools

Bilingual Patient Scheduling, Aesthetic Sales Support

• 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

• 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