Virtual Medical Front Desk & Patient Coordinator (Family Practice + Med Spa)
South Africa / Philippines
VA/EA – Operations /
Virtual Assistant / Part - Time /
Remote
Role Overview
Join a busy, growing family practice and med spa as the first point of contact for patients. You’ll handle high-volume phones, schedule medical and aesthetic appointments, support referrals and prior authorizations (PAs), and complete light back-office admin. We’re looking for someone warm, professional, and
organized—Southern-style hospitality, crystal-clear English, and strong medical admin fundamentals.
Core Responsibilities
● Inbound/Outbound Phones (VoIP/OpenPhone): Answer promptly, triage questions, route messages, place reminder and follow-up calls, and text as needed.
● Scheduling: Book primary-care and med-spa appointments in the correct templates/time blocks; reschedule/cancel per policy; confirm pre-visit requirements.
● Referrals & Prior Authorizations: Prepare and submit referrals; initiate and track PAs (e.g., imaging such as C-spine MRI); follow up with payers and specialists until approved; document outcomes.
● Patient Intake/Admin: Collect/verify demographics and insurance details; update charts; send/receive forms; maintain accurate logs and spreadsheets.
● Coordination with Clinical Team: Relay time-sensitive messages to nurse/provider; close the loop on patient requests; keep the front/back aligned.
● Med Spa Support: Book consults/treatments into appropriate time slots; provide basic service info and route clinical questions to the team.
● Documentation & SOPs: Follow HIPAA-safe workflows; keep trackers current; suggest improvements to scripts, checklists, and SOPs.
Must-Haves
- 3–4+ years in a healthcare front desk/medical admin or similar patient-facing role.
- Clear, easy-to-understand English on the phone (patients in the U.S. South).
- Working knowledge of referrals and prior authorizations (terminology, payer portals, status follow-up).
- Solid scheduling skills in an EHR/EMR (any system) and Google/Outlook calendars.
- Phone etiquette, de-escalation, and customer-service polish (warm, patient, solution-oriented).
- Detail accuracy with names/DOB/insurance; fast typing and thorough notes.
- Comfortable with VoIP tools (e.g., OpenPhone) and basic office apps (Docs/Sheets or Word/Excel).
- HIPAA awareness and strict confidentiality.
Nice-to-Haves
- Experience in primary care and/or aesthetics/med spascheduling.
- Familiarity with insurance verification basics, payer portals, and common imaging/lab workflows.
- Light familiarity with CPT/ICD terms (for context when communicating with payers/specialists).
Success Metrics (what “great” looks like)
- Calls answered within target (e.g., ≤3 rings) and low abandonment.
- Same-day completion of voicemails/callbacks and patient messages.
- Accurate scheduling with minimal rework and correct visit types/time blocks.
- On-time referral/PA submissions and proactive status updates until approval.
- Clean documentation and zero HIPAA issues.
$500 - $700 a month
Hours: 20 hrs/week, Mon–Fri, 8:00 a.m.–12:00 p.m. CST (four hours daily).
Why Join Assist World?
100% REMOTE
$50 birthday bonus
$200 testimonial bonus
$300 tenure bonus every 6 months
$500 entry monthly raffle
NO TRACKER. NO PROBLEM
