Job Description
We are seeking an exceptionally polished, articulate, and growth-minded Virtual Medical Assistant & Practice Coordinator to manage the virtual front-end of our growing holistic healthcare practice. Operating in a patient-centered wellness field, our brand represents comprehensive care, deep empathy, and high-tier clinical support.
This is not a passive data-entry role. You will be the primary voice and digital face of our clinic, managing everything from welcoming patient phone calls to light prior authorizations and dynamic marketing outreach. Because you will be the initial touchpoint for individuals seeking wellness care, a strong background or deep interest in holistic and integrative medicine is highly preferred. The ideal candidate must possess an immaculate, professional phone presence with a clear speaking voice to build immediate trust with our patients.
Top 3 Daily Responsibilities
- Patient Interfacing & Administrative Management: Handling inbound/outbound calls, managing the fax inbox, routing referrals, and dispatching medical records.
- Financial Operations & Intake: Processing billings, posting patient payments, verifying that active insurance is documented in the chart, and executing light prior authorizations.
- Practice Growth & Marketing: Utilizing quiet hours to manage digital outreach, including creating and scheduling Meta (Facebook/Instagram) marketing posts.
Core Responsibilities
Patient Coordination & EMR Management
- Elite Phone Management: Command inbound and outbound phone lines with an exceptionally professional, warm, and comforting presence, delivering a true concierge experience.
- Strategic Appointment Scheduling: Masterfully coordinate provider calendars and schedule patient visits utilizing Elation EMR to optimize daily workflow.
- Digital Correspondence & Fax Workflows: Take complete ownership of the incoming digital fax inbox, ensuring records, referrals, and clinical updates are routed immediately.
- Insurance Verification: Ensure all patient charts are fully updated with active, verified insurance information prior to their scheduled consultations.
Financial Support & Brand Engagement
- Billing & Payment Posting: Seamlessly execute day-to-day front office billing tasks, process invoices, and post incoming patient payments accurately.
- Insurance Navigation: Support the clinical team by managing light prior authorization requests and tracking them through to approval.
- Social Media & Marketing Support: Maximize practice downtime by curating and publishing engaging content across Meta platforms to drive community connection and attract new patient leads.
Requirements
- Domain Expertise: Proven experience in a medical front office, patient care coordination, or virtual medical assistant role. A background in Holistic, Integrative, or Functional Medicine is highly preferred.
- Phonetic & Verbal Excellence: Flawless verbal and written English communication skills. Must possess a highly articulate, natural phone presence with no heavy accent, tailored for a premium patient demographic.
- Software Literacy: Direct experience working within Elation EMR is highly desirable. Strong familiarity with Meta Business Suite (Facebook/Instagram marketing) and digital fax workflows is highly preferred.
- Multi-tasking Aptitude: Highly organized, proactive, and capable of pivoting smoothly from billing and administrative tasks to creative marketing projects.
- Remote Workspace: A completely silent, distraction-free home office setup equipped with high-speed internet and a professional headset.
Ideal Candidate Profile
The ideal candidate is a proactive, solutions-oriented professional who shares a deep alignment with holistic health values. You are naturally warm on the phone, technically sharp when handling billings and EMR inputs, and possess the creative spark needed to amplify our practice's digital presence during quiet hours.
