Medical Virtual Assistant | Care Coordination, Prior Auth & Exec Support
Winning Assistants · TELECOMMUTE · Posted Jul 7, 2026
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Job Type: Part-Time (20 hours/week)
Salary: $5.00–$6.00 USD per hour
Schedule: Monday to Friday
Working Hours: 9:00 AM – 1:00 PM Eastern Time (EST) Flexibility to assist with occasional urgent healthcare matters when necessary
About the Role
INC is seeking a highly organized, proactive, and experienced Medical Virtual Assistant to provide executive-level healthcare administrative support. This role focuses on coordinating complex healthcare needs, managing medical appointments, insurance processes, medical records, and provider communications while ensuring exceptional organization, confidentiality, and continuity of care.
This is an excellent opportunity for an experienced Medical Virtual Assistant seeking a long-term, stable position.
Primary Responsibilities
Healthcare Coordination (Primary Priority)
Schedule and manage medical, dental, physical therapy, specialist, concierge physician, neurology, executive health, and wellness appointments.
Coordinate referrals, imaging, laboratory work, blood tests, and follow-up care.
Confirm appointments and complete all required pre-visit paperwork.
Monitor healthcare portals daily for:
Provider messages
Test results
Prescription updates
Required follow-up actions
Communicate professionally with physicians, specialists, clinics, pharmacies, and healthcare providers to ensure seamless continuity of care.
Coordinate travel-related medical appointments when necessary.
Medical Records & Care Management
Review medical reports, provider visit summaries, and treatment recommendations.
Identify required follow-up actions, medication changes, referrals, and ongoing treatment plans.
Maintain organized electronic medical records and healthcare documentation.
Track provider recommendations and ensure all action items are completed.
Maintain healthcare trackers, visit history logs, and medical documentation.
Insurance Eligibility, Prior Authorizations & Medical Billing
Verify insurance eligibility and patient benefits.
Obtain and manage prior authorizations.
Coordinate insurance approvals for procedures, imaging, specialists, and treatments.
Follow up on pending authorizations.
Communicate with insurance companies regarding claims, reimbursements, billing questions, and coverage issues.
Work directly with providers and billing departments to resolve insurance-related concerns.
Maintain accurate documentation of all insurance activities.
Medications, Supplements & Wellness Management
Coordinate prescription refill requests.
Communicate with pharmacies regarding medication updates and dosage changes.
Track medication and supplement inventory to prevent interruptions.
Coordinate supplement ordering and functional medicine programs.
Assist with preventive healthcare, nutrition programs, and wellness initiatives.
Appointment Scheduling & Executive Administrative Support
Manage complex healthcare calendars.
Conduct proactive calendar reviews and resolve scheduling conflicts.
Coordinate appointments across multiple healthcare systems.
Organize travel-related healthcare logistics.
Assist with executive administrative tasks as needed.
Maintain accurate scheduling records and reminders.
Tracking, Documentation & Follow-Through
Maintain detailed task trackers and healthcare logs.
Ensure all open items receive timely follow-up until resolved.
Monitor pending referrals, prescriptions, insurance matters, and provider communications.
Prepare concise weekly status updates.
Escalate urgent healthcare matters promptly.
Additional Areas of Support
Healthcare appointment coordination and provider communication
Medical records review, follow-up actions, and continuity of care
Prescription, supplement, insurance, and wellness management
Executive healthcare administration
Healthcare scheduling and insurance coordination
HIPAA-compliant handling of confidential medical information
Required Qualifications
Minimum 2+ years of experience supporting U.S. healthcare providers, medical practices, or healthcare executives.
Strong experience with:
Medical scheduling
Insurance eligibility verification
Prior authorizations
Healthcare administrative workflows
Provider communication
Solid understanding of:
Medical terminology
HIPAA compliance
Medical records management
Insurance coordination
Experience reviewing medical documentation and identifying required follow-up actions.
Excellent organizational and multitasking abilities.
Strong written and verbal English communication skills.
Ability to work independently with minimal supervision.
Exceptional attention to detail and accuracy.
Reliable internet connection and dedicated home office.
Long-term commitment and excellent attendance record.
Preferred Qualifications
Experience with any of the following is highly preferred:
Concierge Medicine
Executive Health Programs
Functional Medicine
Executive Assistant support for senior executives
Medical records review and care coordination
Microsoft Office 365
SharePoint
Epic MyChart
MyUHealthChart
Other…