Medical Front Desk Virtual Assistant

General Information

Job Title: Medical Front Desk Virtual Assistant
Position Type: Full-Time
Work Hours: 8:30 AM – 5:30 PM PST
Work Days: Monday – Friday
Salary: 5–6 per hour (depending on experience)

About the Role

We are seeking an experienced, reliable, and detail-oriented Medical Front Desk Virtual Assistant to support the daily operations of a healthcare practice.

The primary focus of this role is insurance eligibility verification, inbound patient phone support, and AdvancedMD administration. The ideal candidate has hands-on healthcare experience, understands insurance verification workflows, communicates professionally with patients, and can confidently work within healthcare systems while maintaining HIPAA compliance.

Spanish-English bilingual proficiency is highly preferred due to patient communication needs, but exceptional candidates with strong insurance verification and AdvancedMD experience will also be considered.

Core Responsibilities1. Insurance Eligibility Verification – Top Priority

• Verify patient insurance eligibility and active coverage.
• Conduct insurance benefits checks.

2. Inbound Calls & Phone Support – Top Priority

• Answer and manage incoming patient calls professionally.
• Handle calls through the WEAVE phone system.
• Assist patients with general inquiries and front-office needs.
• Adapt to an alternative phone platform, such as RingCentral, if the practice transitions away from WEAVE.

• Work within AdvancedMD to support patient and administrative workflows.
• Update and maintain accurate patient information.

• Maintain and update patient medical records.
• Ensure patient information is entered accurately.
• Protect sensitive patient information in accordance with HIPAA requirements.

Front-Office Administrative Support

• Assist with day-to-day medical front-office responsibilities.
• Maintain organized patient and insurance information.
• Coordinate with the practice team through Microsoft Teams.

Software & Systems

• AdvancedMD
• WEAVE
• Microsoft Teams
• RingCentral or similar VoIP platforms, if implemented

Experience Requirements

• Meaningful healthcare or medical office experience is required.
• Hands-on insurance eligibility and benefits verification experience is required.
• AdvancedMD experience is highly preferred.
• Experience answering patient calls and supporting medical front-office operations is strongly preferred.
• Previous Medical Virtual Assistant experience is preferred.
• Experience with WEAVE, RingCentral, or another healthcare phone/VoIP system is a plus.

Required Skills & Qualifications

• Strong knowledge of insurance eligibility and benefits verification.
• Excellent verbal and written English communication.
• Professional and confident phone presence.
• Strong attention to detail and accuracy.
• Excellent organizational skills.
• Reliable, dependable, and consistent.
• Comfortable working independently in a dedicated VA role.
• Tech-savvy and able to learn new healthcare platforms quickly.
• HIPAA trained and comfortable handling confidential patient information.
• Ability to consistently follow established healthcare workflows and procedures.

Language Preference

• Spanish-English bilingual proficiency is highly preferred, particularly for patient phone support.
• Spanish is not an absolute requirement.
• Candidates with exceptional insurance eligibility verification skills and strong AdvancedMD experience may be considered even if they do not speak Spanish.

Deal Breakers

• No meaningful experience with insurance eligibility verification.
• Unreliable attendance, communication, or work habits.
• Failure to follow HIPAA-compliant procedures.
• Poor verbal or written English communication skills.
• Unprofessional or unclear patient phone communication.
• Limited ability or unwillingness to learn AdvancedMD and other healthcare systems.
• Poor attention to detail when handling patient or insurance information.

Basic Requirements

• 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).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

• 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.

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