Job Description

Medical Virtual Assistant (MVA)

We are seeking a highly capable Medical Virtual Assistant (MVA) to support the overall operational health of a busy healthcare clinic. This role is ideal for someone who is very sharp, proactive, detail-oriented, emotionally intelligent, and able to take ownership of important clinic workflows with minimal supervision.

This is not a basic task-following role. The ideal candidate must be able to think ahead, identify operational gaps, take initiative, and help remove administrative and billing-related tasks from the provider's plate.

We are looking for someone with excellent English communication skills, strong executive presence, high accountability, and the ability to build a trust-based working relationship with the provider and care team.

Key Responsibilities

Insurance Verification

Verify patient insurance after the patient checks in, typically around 15 minutes after the scheduled appointment time. Ensure all insurance information is accurate, updated, and properly documented.

Denied Claims Management

Review denied claims, identify denial reasons, and assist with claim reprocessing. Track issues, follow up on missing information, and help prevent repeat claim errors.

EOB Processing

Review and process Explanation of Benefits documents. Help organize, validate, and clear EOB backlogs while ensuring billing and insurance documentation is accurate.

Patient Balance Resolution

Review outstanding insurance balances and patient account issues. Track unresolved balances, identify the source of the issue, and coordinate next steps for resolution.

Claims Processing

Support claims-related workflows, including Cigna and Veterans Affairs claims. Ensure claims are reviewed, tracked, and escalated when necessary.

Payment Coordination

Assist with vendor payment coordination, including check payments when needed. Ensure payment-related tasks are completed accurately and on time.

SOAP Note Monitoring

Monitor SOAP note completion, accuracy, and compliance. Track missing, incomplete, or delayed documentation and communicate concerns appropriately.

Appointment Tracking

Track missed appointments, canceled appointments, and scheduling trends. Identify patterns that may affect clinic revenue, patient flow, or provider productivity.

Reports and Operational Tracking

Prepare reports on outstanding balances, missed appointments, canceled appointments, EOB backlog, denied claims, and other operational metrics. Reports should include clear insights and practical recommendations when needed.

Team Coordination

Support smooth communication between the provider, care team, and administrative staff. Help ensure updates are clearly shared, priorities are followed through, and important tasks are not missed.

Operational Support

Proactively identify workflow gaps, billing concerns, documentation delays, scheduling issues, and patient account problems. Recommend practical solutions to improve clinic efficiency.

Mandatory Requirements

• Minimum of 1 year of experience as a Medical Virtual Assistant
• Experience supporting a US healthcare practice
• Experience with insurance verification, EOBs, claims, denied claims, patient balances, or billing support
• Exposure to CPT and ICD-10 codes
• Strong English communication skills, both written and verbal
• Strong executive presence and professional communication style
• Must be a Mac OS user
• Strong attention to detail and follow-through
• Ability to work independently with minimal supervision
• Proven leadership, ownership, or high-accountability experience in a previous role

Required Soft Skills

• Proactive and able to anticipate needs before being asked
• Highly detail-oriented with billing, documentation, and reporting tasks
• Strong critical thinking and problem-solving skills
• Emotionally intelligent and patient when working with a busy provider
• Confident, professional, and organized in communication
• Able to take personal responsibility for assigned work
• Resourceful and self-motivated when learning new workflows
• Trustworthy, dependable, and comfortable handling sensitive information

Nice to Have

• Prior experience supporting a chiropractic clinic
• Experience with Cigna or Veterans Affairs claims
• Experience clearing EOB or billing backlogs
• Experience preparing operational or billing reports
• Experience mentoring, training, or supporting new team members
• Experience working closely with a clinic owner, provider, or executive-level leader

Schedule and Compensation

• Schedule: Monday to Friday
• Hours: 6 hours per day, 30 hours per week
• Rate: $6 per hour
• Work Setup: Remote
• Device Requirement: Mac OS required

Ideal Candidate

The ideal candidate is someone who does not wait to be told every step. This person should be observant, organized, and confident enough to identify what needs attention.

They should be able to manage detailed billing and administrative tasks while also thinking about the bigger picture of clinic operations. The right candidate will be sharp, emotionally intelligent, highly reliable, and capable of becoming a trusted operational support partner for the provider and care team.

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