Healthcare Virtual Assistant

Join Our Team!

We are looking for an experienced and highly organized Healthcare Virtual Assistant / Medical Administrative Specialist to support a growing physician practice based in Southern California.

This role combines front-office patient support and back-office healthcare administration, helping ensure an excellent patient experience while maintaining accurate records, supporting healthcare workflows, and assisting the physician practice with day-to-day operations.

The ideal candidate has prior experience supporting a physician office, specialty clinic, or outpatient healthcare practice and understands the importance of patient confidentiality, responsiveness, professionalism, and accuracy. This individual should be empathetic, detail-oriented, technologically proficient, and capable of working independently while collaborating closely with healthcare providers and practice staff.

What Is Your Mission?

You will provide exceptional service to our partner brands by:

Front Office / Patient Support

• Answering and managing incoming patient calls, messages, and inquiries
• Assisting patients with appointment scheduling, rescheduling, and calendar coordination
• Managing appointment confirmations, reminders, and follow-up communications
• Responding professionally and empathetically to patient questions and concerns
• Coordinating communication between patients, physicians, pharmacies, specialists, and other healthcare providers as needed
• Assisting with referral requests and medical records requests
• Maintaining accurate patient information within the Electronic Health Record (EHR) system
• Supporting a positive and professional patient experience throughout all interactions

Back Office / Administrative Support

• Performing data entry and maintaining accurate patient and practice records
• Assisting with medical records management and healthcare documentation
• Monitoring and organizing practice email inboxes, electronic messages, and administrative requests
• Supporting referral management and authorization workflows
• Assisting with insurance-related administrative tasks and follow-up activities
• Preparing and organizing documents, spreadsheets, reports, and operational records
• Supporting the development and maintenance of Standard Operating Procedures (SOPs) and administrative processes
• Assisting physicians and practice management with special projects and operational initiatives
• Maintaining confidentiality and compliance when handling protected health information and sensitive patient data

Who Are We Looking For?

Qualifications

• 3+ years of healthcare administrative experience, preferably supporting a physician practice, specialty clinic, or outpatient medical office
• Bachelor of Science in Nursing (BSN) degree
• Experience with patient scheduling, medical records management, referrals, and healthcare administrative workflows
• Experience working with an Electronic Health Record (EHR) system
• Experience with Athenahealth / athenaOne
• Strong verbal and written English communication skills with a neutral or minimal accent preferred
• Strong proficiency with Google Workspace, including:
• Gmail
• Google Calendar
• Google Docs
• Google Sheets
• Google Drive
• Strong organizational and time-management skills
• High attention to detail and accuracy
• Comfortable learning and utilizing new technologies and healthcare software platforms
• Professional, empathetic, and patient-centered communication style
• Ability to appropriately handle confidential patient information and maintain HIPAA compliance standards
• Ability to work independently while managing multiple priorities and deadlines
• High level of empathy and exceptional interpersonal skills
• Strong sense of accountability, reliability, and professionalism
• Ability to support a U.S.-based physician practice during Pacific Time Zone business hours

Skills & Competencies

• Excellent verbal and written English communication skills
• Professional and empathetic communication style when interacting with patients
• Strong organizational and time-management abilities
• Exceptional attention to detail and accuracy
• Ability to manage multiple priorities and deadlines simultaneously
• Strong administrative and documentation skills
• Technology-savvy with the ability to learn and adapt to new systems quickly
• Ability to work independently with minimal supervision
• Strong problem-solving and critical-thinking abilities
• Ability to maintain confidentiality and appropriately handle protected health information
• Dependable, proactive, and highly accountable
• Collaborative team player with a patient-first mindset

Flexible Requirements

Experience supporting an Internal Medicine practice

Experience with Rheumatology or a similar medical specialty

Experience supporting a growing or independently owned physician practice

Perks you will experience in iSupport:

- Free lunch meal, fruits, snacks, and drinks (If you are in an onsite shift)

- Onsite gym with a free professional instructor.

- Weekly fitness activity and an annual fitness challenge where you can win up to 70,000 PHP.

- Weekly engagement activities with prizes that are up to 3,000 PHP.

- Free upskilling academy to improve your performance and skillset.

- State-of-the-art facilities from toilets to your workstation.

- Amenities such as sleeping quarters, game area, chat room, shower room.