Pediatrics Admin & Front Office Support

Remote | Pediatrics | Part-Time, 30 hours/week initially | $5-$6/hour
Target Start Date: September 14, 2026
Future Schedule: Expected to increase to approximately 40 hours/week as the practice opens and patient volume grows

About the Role

We are looking for a highly organized, proactive, and adaptable Virtual Medical Assistant to support a growing pediatric practice during its pre-opening and early growth stages.

This is not a traditional, narrowly defined Medical VA position. During the startup phase, you will work closely with the physician as an administrative and personal assistant, helping coordinate meetings, calendars, vendors, projects, communications, and clinic setup activities.

As the practice begins seeing patients, your responsibilities will gradually transition toward front-office and medical administrative support, including scheduling, patient intake, insurance verification, and patient communication.

The ideal candidate is comfortable working in a growing environment where priorities can change, takes ownership without needing constant reminders, and can independently identify what needs to be done next.

Key Responsibilities

1. Executive, Administrative & Calendar Support

• Manage and organize the physician's calendars, ensuring meetings, deadlines, agendas, links, documents, and preparation materials are consolidated in one place.

• Attend administrative and vendor meetings as needed, take clear notes, document action items, and help ensure important follow-ups are completed.

• Serve as a proactive accountability partner by tracking deadlines, projects, tasks, and outstanding items without requiring constant reminders.

2. Front Office & Patient Communication

• Manage incoming patient calls, emails, texts, voicemails, and initial inquiries professionally once the clinic begins accepting patients.

• Assist prospective and existing families with scheduling, follow-ups, basic questions, and other front-office communication needs.

• Provide a warm, professional first point of contact that reflects the patient-centered experience expected from a pediatric practice.

3. Patient Scheduling, Intake & Registration

• Coordinate end-to-end patient scheduling, including new patient appointments, follow-ups, rescheduling, and appointment-related communication.

• Support patient intake and check-in by ensuring required demographic, administrative, and insurance information is collected accurately.

• Maintain organized patient information and appointment records within eClinicalWorks (eCW) while following established clinic workflows.

4. Insurance Verification & Administrative Support

• Verify commercial insurance coverage and determine whether patient insurance plans are active, pending, or require additional follow-up.

• Complete insurance eligibility and benefit verification before appointments and document findings accurately for the practice.

• Assist with insurance-related administrative tasks and potentially prior authorizations as clinic processes expand.

5. Vendor, Research & Project Coordination

• Research vendors, clinic equipment, software, and other operational needs and compare available options based on cost, features, and suitability.

• Organize research findings, pricing comparisons, project updates, and recommendations using spreadsheets and other tracking tools.

• Follow up with vendors and internal stakeholders to keep clinic setup projects progressing according to established timelines.

6. Process Documentation & SOP Development

• Document recurring workflows and administrative processes as the clinic develops its operating procedures.

• Create clear step-by-step SOPs for tasks such as scheduling, patient communication, insurance verification, and other recurring activities.

• Continuously identify opportunities to organize, standardize, and improve workflows as the practice grows.

Must-Have Qualifications

• Hands-on experience with eClinicalWorks (eCW) is REQUIRED. Candidates without prior eCW experience should not be considered.

• 1+ years previous experience as a Medical Virtual Assistant, Medical Assistant, Healthcare Administrative Assistant, or similar healthcare support professional.

• Strong administrative, organizational, calendar-management, and task-management skills.

• Excellent written and spoken English with the confidence to communicate professionally with patients, families, vendors, and healthcare professionals.

• Strong spreadsheet skills and the ability to organize information, research, projects, and workflows independently.

• Highly proactive and able to recognize what needs attention without waiting to be reminded.

• Comfortable working in a startup-style environment where responsibilities and priorities may evolve.

• Able to multitask effectively while maintaining strong attention to detail.

• Comfortable using required secure networks, clinic systems, and productivity tracking software.

Strongly Preferred

• Previous experience working in pediatrics.

• Experience performing commercial insurance verification.

• Experience handling prior authorizations for commercial insurance or HMO plans.

• Experience supporting a physician, clinic owner, executive, or small medical practice.

• Basic Canva or graphic-editing skills for simple social media or clinic content.

Tools & Systems

Candidates may work with:

• eClinicalWorks (eCW) EMR, REQUIRED EXPERIENCE

• RingRX or similar HIPAA-compliant phone systems

• Google Calendar or other multi-calendar systems

• Google Sheets or similar spreadsheet tools

• Canva

• Secure private networks/VPNs

• Productivity tracking software

What Success Looks Like

You will succeed in this role if you become someone the physician can trust to take ownership of responsibilities, anticipate what needs to happen next, and keep important tasks from falling through the cracks.

You should be able to work independently, organize competing priorities, communicate professionally with families, and help create systems that allow the physician to focus more heavily on patient care.

As the practice grows, success will also mean helping create a smooth patient experience from the first phone call through scheduling, intake, insurance verification, and ongoing follow-up.