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