Medical Virtual Receptionist

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Job Title:

Live Medical Virtual Receptionist

Position type:
Full-time

Work hours:

8:20 AM – 5:20 PM Central Daylight Time (40+ hours/week)

Work days:
Monday to Friday

Job code: RC-HH&W

Workplace:
Remote

Preferred Candidate

Location:

Philippines or Latin America

About the Role:

The Medical Virtual Receptionist plays a central role in the day-to-day clinical workflow of the practice. This is not a basic scheduling position—this role requires someone who can function as an extension of the provider, ensuring that both administrative and clinical support tasks are executed with precision and urgency.

You will be working closely with the physician during virtual patient visits, stepping in immediately after consultations to assist with documentation, orders, and follow-ups. This position is ideal for someone who understands the full patient journey, from intake to post-visit coordination, and can proactively anticipate next steps.

Given the current backlog of 450–500 charts, the role is also critical in restoring operational efficiency. Your ability to stay organized, prioritize effectively, and maintain high-quality output will directly impact the provider’s ability to focus on patient care and maintain work-life balance.

Key Responsibilities:

1. Chart Management & Medical Documentation

• Accurately document patient encounters in the EHR immediately after virtual visits

• Ensure completeness of charts, including diagnoses, treatment plans, and provider notes

• Review and update patient records for accuracy and compliance

• Maintain strict attention to detail to avoid errors in medical documentation

2. Virtual Visit Support

• Join virtual consultations in a support capacity

• Communicate directly with the provider after patient interactions to confirm next steps

• Assist in entering orders, referrals, and notes in real-time or shortly after the visit

• Act as a second set of eyes to ensure nothing is missed during patient encounters

3. Referral & Care Coordination

• Process imaging and specialist referrals efficiently

• Coordinate with external facilities and providers for scheduling

• Track referral status and ensure completion

• Follow up with patients and providers to close the loop on all referrals

• Conduct lab and imaging results calls with professionalism and empathy

• Handle prescription refill requests and coordinate with pharmacies

• Respond to patient inquiries via phone, email, or messaging platforms

• Ensure patients clearly understand next steps, instructions, and care plans

5. Administrative & Front Desk Support

• Manage scheduling, rescheduling, and appointment confirmations

• Handle inbound and outbound patient communications

• Organize provider inbox and prioritize urgent messages

• Support daily administrative workflows to keep operations running smoothly

6. Backlog Reduction & Workflow Efficiency

• Actively work on reducing the current backlog of charts (450–500 pending)

• Prioritize time-sensitive documentation and follow-ups

• Identify inefficiencies and suggest process improvements when possible

• Maintain consistency in output without compromising quality

What Success Looks Like in This Role:

• Charts are completed accurately and on time with minimal revisions

• Referrals and follow-ups are closed efficiently without delays

• Patient communication is handled professionally and empathetically

• Administrative backlog is significantly reduced

• The provider can confidently delegate tasks, knowing they will be completed with quality Requirements

Experience & Technical Skills

• Proven experience as a Medical Virtual Assistant, Medical Receptionist, or similar role

• Hands-on experience with EHR systems (strongly preferred; or similar acceptable)

• Familiarity with clinical…