Healthcare Virtual Assistant (Back Office + Phone + Billing Support)
Part-Time 500 - 700 USD per-month-salaryJob Overview
Role Overview
A medical practice is growing and needs a dependable Virtual Assistant who can provide cross-coverage across back-office operations, support phone-based tasks, and help with billing-related issues. This role is ideal for a VA who is organized, fast-learning, and comfortable working in a healthcare environment with high attention to detail. The VA will support the team by ensuring documentation and workflows are handled accurately, systems stay updated, and day-to-day operational tasks are completed on time.
Key Responsibilities
Back Office Support (Primary)
● Upload and organize medical documents accurately
● Send lab orders through the practice’s EHR system
● Maintain clean documentation and ensure records are properly filed
● Support general administrative needs for cross-coverage across teams
Phone Support & Patient/Client Communication
● Handle inbound/outbound calls as needed using the practice phone system
● Route requests appropriately and document outcomes clearly
● Maintain a professional, patient-friendly phone presence
Billing Support & Issue Resolution
● Assist with billing questions/issues and basic billing workflows
● Coordinate with internal staff to resolve billing concerns
● Learn the practice’s billing processes (software experience can be learned)
Team Admin & Productivity Support
● Use Microsoft Office tools (Excel, Word) for tracking and documentation
● Support internal task tracking and operational follow-through
● Keep assigned systems and workflows updated consistently
Tools & Systems (Experience Preferred)
Must be comfortable learning and using multiple tools.
Experience with these is a plus:
● Charm EHR (Electronic Health Record system)
● HubSpot (CRM – currently being implemented)
● ClickUp (task/project management)
● Outlook (email)
● Missive (email collaboration tool)
● Dialpad (phone system) Software experience is helpful, but training will be provided. The most important factor is the ability to learn quickly and execute accurately.
Requirements
● 3+ years experience as a Virtual Assistant / Admin Support / Healthcare Support role (preferred)
● Strong attention to detail (documentation accuracy is critical)
● Confident communicator (written + verbal), comfortable supporting phone tasks
● Tech-savvy and able to adapt quickly to new software/tools
● Reliable internet and power setup (backup strongly preferred)
● Comfortable working aligned to Eastern Time coverage
Nice to Have
● Healthcare admin background (EHR, lab orders, insurance/billing exposure)
● Prior HIPAA-adjacent experience or comfort working in regulated environments
● CRM experience (HubSpot or similar)
Performance Expectations (What Success Looks Like)
● Documents and lab orders are processed accurately and on time
● Calls are handled professionally with clear documentation and follow-through
● Billing issues are tracked and escalated appropriately until resolved
● Systems remain organized and up to date with minimal supervision
● Strong reliability: consistent availability during committed ET hours Growth Path This role is intended to start at part-time with a clear path to full-time based on performance and operational needs. The practice has prior VA experience and is looking for a long-term team member who can scale with them.
Role Overview
A medical practice is growing and needs a dependable Virtual Assistant who can provide cross-coverage across back-office operations, support phone-based tasks, and help with billing-related issues. This role is ideal for a VA who is organized, fast-learning, and comfortable working in a healthcare environment with high attention to detail. The VA will support the team by ensuring documentation and workflows are handled accurately, systems stay updated, and day-to-day operational tasks are completed on time.
Key Responsibilities
Back Office Support (Primary)
● Upload and organize medical documents accurately
● Send lab orders through the practice’s EHR system
● Maintain clean documentation and ensure records are properly filed
● Support general administrative needs for cross-coverage across teams
Phone Support & Patient/Client Communication
● Handle inbound/outbound calls as needed using the practice phone system
● Route requests appropriately and document outcomes clearly
● Maintain a professional, patient-friendly phone presence
Billing Support & Issue Resolution
● Assist with billing questions/issues and basic billing workflows
● Coordinate with internal staff to resolve billing concerns
● Learn the practice’s billing processes (software experience can be learned)
Team Admin & Productivity Support
● Use Microsoft Office tools (Excel, Word) for tracking and documentation
● Support internal task tracking and operational follow-through
● Keep assigned systems and workflows updated consistently
Tools & Systems (Experience Preferred)
Must be comfortable learning and using multiple tools.
Experience with these is a plus:
● Charm EHR (Electronic Health Record system)
● HubSpot (CRM – currently being implemented)
● ClickUp (task/project management)
● Outlook (email)
● Missive (email collaboration tool)
● Dialpad (phone system) Software experience is helpful, but training will be provided. The most important factor is the ability to learn quickly and execute accurately.
Requirements
● 3+ years experience as a Virtual Assistant / Admin Support / Healthcare Support role (preferred)
● Strong attention to detail (documentation accuracy is critical)
● Confident communicator (written + verbal), comfortable supporting phone tasks
● Tech-savvy and able to adapt quickly to new software/tools
● Reliable internet and power setup (backup strongly preferred)
● Comfortable working aligned to Eastern Time coverage
Nice to Have
● Healthcare admin background (EHR, lab orders, insurance/billing exposure)
● Prior HIPAA-adjacent experience or comfort working in regulated environments
● CRM experience (HubSpot or similar)
Performance Expectations (What Success Looks Like)
● Documents and lab orders are processed accurately and on time
● Calls are handled professionally with clear documentation and follow-through
● Billing issues are tracked and escalated appropriately until resolved
● Systems remain organized and up to date with minimal supervision
● Strong reliability: consistent availability during committed ET hours Growth Path This role is intended to start at part-time with a clear path to full-time based on performance and operational needs. The practice has prior VA experience and is looking for a long-term team member who can scale with them.
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