About the Role
We are seeking a highly reliable, polished Virtual Assistant to join our team full-time. This role is ideal for someone with medical reception experience who thrives in a fast-paced, detail-oriented environment and can provide an exceptional patient experience from the very first interaction. You will work closely with the physician and clinic team to ensure smooth scheduling, accurate administrative work, and professional patient communication.
Job Overview
- Job Types: Part-time, Full-time
- Work Setting: Work from home
- Location: Remote (Worldwide)
- Salary: $23.73 – $28.58 an hour
- Employer: XL.net
Responsibilities
1. Medical Reception & Scheduling (Primary Focus)
– Speak with new patients by phone, gather reason for visit, collect and verify insurance information, communicate office policies, and create a warm first impression (≈10 new patients per clinic day).
– Process patient payments by phone (credit cards, deposits, balances, late/no-show fees).
– Manage physician’s schedule in the Practice Management System (PMS) and third-party platforms (e.g., ZocDoc).
– Confirm patient visits (48 hours prior if not auto-confirmed in the system).
– Manage and adjust procedure blocks to maximize schedule efficiency (usually 3–4 days in advance).
– Coordinate closely with the on-site scheduler to maintain a full and well-balanced provider schedule.
2. Clinical Administrative Support
– Complete prior authorization (PA) requests for medications using CoverMyMeds.
– Escalate denials or complex PAs to clinical staff as needed.
– Maintain clear communication with the on-site team for timely PA approvals.
– Keep detailed notes in patient charts regarding PA status for seamless team access.
3. Daily Administrative Tasks
– Reconcile pathology specimen receipts with outbound logs for quality and safety checks.
– Contact patients with benign pathology results and update biopsy logs accordingly.
– Maintain detailed, accurate patient chart notes for all communications.
– Monitor virtual fax logs for PAs, medical record requests, biopsy reports, and lab results; forward appropriately.
4. Weekly/Monthly Administrative Tasks
– Provide marketing team with monthly lists of new patient emails.
– Send recall reminders through the PMS to encourage follow-up visits.
Qualifications
Required:
– At least 1 year of full-time medical reception experience (Dermatology/Plastic Surgery experience highly valued).
– Excellent phone etiquette, communication skills, and patient rapport.
– Strong organizational skills and attention to detail.
– Proficiency in scheduling systems and handling payments.
– Ability to work independently, prioritize tasks, and meet deadlines.