Medical Virtual Assistant (Prior Authorization & Healthcare Administration)

Job Title: Medical Virtual Assistant (Prior Authorization & Healthcare Administration) Position type: Part-Time Work hours: 1:00 PM to 5:00 PM Eastern Time (4 hours per day/20 hours per week) Work days: Monday to Friday Salary: $6 - $7 per hour Workplace: Remote Preferred Candidate Location: Philippines Our client is a U.S.-based healthcare organization dedicated to providing quality, patient-centered care and efficient healthcare services. We are seeking a proactive, highly organized, and detail-oriented Medical Virtual Assistant specializing in Prior Authorization and Healthcare Administration to support essential administrative operations, streamline insurance authorization processes, and maintain accurate staff credentialing records. This is an excellent opportunity for an experienced healthcare administrative professional who enjoys managing important processes, coordinating with insurance providers, and helping healthcare teams focus more on patient care. As a Medical Virtual Assistant, you will primarily handle prior authorization requests, incoming phone calls, and HR credential tracking. You will also assist with insurance verification, medical billing support, community outreach, scheduling coordination, and general administrative responsibilities as needed. The ideal candidate has hands-on experience submitting and managing U.S. healthcare prior authorizations, strong English communication skills, excellent organizational abilities, and the confidence to work independently. While prior authorization experience is essential, previous HR administration, credentialing, or healthcare-specific phone-handling experience is not required. Training will be provided for the practice's HR processes, and training resources are available for its EHR system. If you're an experienced Medical VA who enjoys staying organized, solving problems, and making a meaningful difference behind the scenes of patient care, we'd love to hear from you! Key Responsibilities Prior Authorization Management (Top Priority) • Prepare, submit, track, and manage prior authorization requests for healthcare services. • Coordinate with insurance providers to confirm authorization requirements and submission procedures. • Ensure all necessary patient, provider, and supporting documentation is complete and accurate before submission. • Follow up on pending authorization requests and monitor their progress through determination. • Track authorization approvals, denials, pending requests, and outstanding documentation. • Monitor authorization expiration dates and provide timely reminders to prevent interruptions in authorized services. • Maintain accurate records of authorization numbers, effective dates, expiration dates, payer correspondence, and follow-up actions. • Identify authorization discrepancies or missing requirements and coordinate appropriate resolutions. • Communicate authorization updates and outstanding concerns to the appropriate healthcare staff. • Help reduce the therapist's administrative workload by maintaining an organized and efficient authorization process. • Manage approximately five prior authorization requests per week, supporting a practice with approximately 60 active clients. Phone Management & Call Coordination (Top Priority) • Answer incoming calls professionally, courteously, and efficiently. • Provide general assistance to callers and direct inquiries to the appropriate staff members. • Screen spam, unsolicited, and irrelevant calls to minimize unnecessary interruptions. • Route patient, insurance, and administrative inquiries to the appropriate team members. • Take accurate messages and document relevant call details when necessary. • Maintain professional phone etiquette and clear communication. • Escalate urgent or sensitive concerns according to established procedures. • Support an estimated call volume of approximately 10 incoming calls per week. • Assist with outbound calls as needed for administrative follow-ups and outreach. HR Administration & Staff Credential Tracking (Top Priority) • Maintain organized and accurate records of staff credentials, professional certifications, and required training. • Track credential, certification, and training expiration dates. • Monitor upcoming renewal deadlines and provide timely reminders to the appropriate staff members. • Update credentialing trackers, spreadsheets, and administrative records. • Identify missing, outdated, or incomplete staff documentation. • Follow up on outstanding credentialing or training requirements. • Assist with organizing and maintaining confidential HR-related documentation. • Support compliance-sensitive administrative tracking according to established organizational procedures. • Learn and follow the client's HR administration and credential management processes. Training will be provided for the client's HR and credential tracking procedures. Previous HR or credentialing experience is not required. Insurance Verification & Medical Billing Support (Secondary Priority) • Assist with verifying patient insurance eligibility, coverage, and benefits. • Contact insurance providers to clarify coverage information or resolve insurance-related inquiries. • Support medical billing-related administrative tasks as assigned. • Assist with organizing billing records, documentation, and outstanding follow-ups. • Identify incomplete or inconsistent insurance information and communicate concerns to the appropriate staff. • Maintain accurate records of insurance communications and verification results. Community Outreach & External Communication (Secondary Priority) • Make outbound calls to community organizations, stakeholders, and other relevant contacts as directed. • Assist with email outreach to community partners and stakeholders. • Respond to routine administrative inquiries and coordinate follow-up communications. • Maintain organized records of outreach activities and responses. • Support administrative initiatives that strengthen communication with community stakeholders. Scheduling & General Administrative Support (Secondary Priority) • Assist with appointment scheduling and coordination when needed. • Maintain accurate administrative records, trackers, and documentation. • Support routine clerical tasks, data entry, and document organization. • Coordinate with internal staff regarding outstanding administrative requests. • Assist with managing multiple tasks and deadlines efficiently. • Follow established healthcare administrative procedures and confidentiality standards. • Identify opportunities to improve organization, tracking, and administrative workflows. Top 3 Priorities 1. Prior Authorization Management Take ownership of healthcare prior authorization workflows, including submission, tracking, payer follow-ups, and monitoring authorization expiration dates. Ensure requests are properly documented and processed efficiently to reduce the therapist's administrative workload and prevent avoidable service interruptions. 2. Professional Phone Management Handle incoming calls, screen spam or irrelevant inquiries, and route callers to the appropriate staff members. Maintain professional, clear, and courteous communication while ensuring important calls and messages are handled appropriately. 3. HR Administration & Credential Tracking Maintain accurate records of staff credentials, certifications, and required training. Proactively monitor expiration dates, organize documentation, and send timely renewal reminders to support efficient administrative operations. What Success Looks Like A successful Medical Virtual Assistant consistently demonstrates: • Accurate and timely submission of healthcare prior authorization requests. • Organized tracking of pending, approved, denied, and expiring authorizations. • Proactive insurance follow-ups and timely communication of outstanding requirements. • Reduced administrative workload for the therapist and healthcare team. • Prof