Role Description The Medical Virtual Assistant will serve as a front-line representative of the practice, functioning primarily as a Medical Receptionist / Medical Administrative Assistant. This role supports daily front office operations, patient communication, and coordination with healthcare providers. Key Responsibilities - Appointment scheduling and patient communication - Insurance verification and claims processing - Referral coordination - Patient records management - Coordination with providers and healthcare partners - Handling patient inquiries via phone, email, and messaging platforms - Incoming fax management - Email and text management, including sorting and responding - Prioritizing billing-related administrative support - Serving as provider and patient care coordinator - Support for remote patient monitoring activities This is not a sales role. The position requires strong customer service and patient engagement skills focused on scheduling, coordination, and patient support. Qualifications - Strong communication skills in both Spanish and English (excellent verbal and written) - At least 1 year of experience in medical front office, medical administrative, or care coordination roles - Strong healthcare administrative background - Familiarity with Elation or similar EMR systems is a plus - Professional and polished phone presence - Patient, compassionate, and polite demeanor - Highly detail-oriented and thorough - Ability to manage multiple tasks simultaneously Requirements - Must be proficient in speaking and writing Spanish & English very clearly - Must have relevant work experience - Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory] - Must be available for video meetings with your camera on (when needed) Technical Requirements - Device: Reliable laptop or desktop computer - Internet: High-speed connection (minimum 25 Mbps) - Audio: Noise-canceling headset - Video: Webcam for virtual meetings - Workspace: Quiet, professional environment Benefits - Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication - Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks - HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients - Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention - Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule - Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client - Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best - Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance

• Answer incoming patient phone calls professionally and courteously. • Schedule, reschedule, and confirm patient appointments. • Assist patients with general inquiries and appointment-related concerns. • Handle missed appointment follow-ups and rescheduling efforts. • Verify patient insurance eligibility and benefits. • Distribute and collect required patient forms. • Perform general medical receptionist and administrative duties. • Billing processes and prior authorization. • Collect patient copays and outstanding balances. • Follow up with patients regarding missed appointments.

• Appointment scheduling and patient communication • Insurance verification and claims processing • Referral coordination • Patient records management • Coordination with providers and healthcare partners • Handling patient inquiries via phone, email, and messaging platforms • Incoming fax management • Email and text management, including sorting, responding, • Prioritizing Billing-related administrative support • Serving as provider and patient care coordinator • Support for remote patient monitoring activities

• Manages complex scheduling and calendar logistics with a high degree of autonomy, independently evaluating issues, anticipating challenges, and driving solutions to maximize the CEO's time efficiency • Develops, tracks, and manages discrete project plans in Asana to keep executive office operations, travel, and personal commitments strictly aligned • Coordinates travel arrangements and itineraries, adapting existing tools and frameworks to better fit the shifting needs of the executive office • Tracks and reminds the CEO of key team celebrations and organizational milestones, managing the timeline to ensure timely celebration and recognition • Develops and maintains strong relationships with the development team, collaborating across functions to align on routines and ensure the seamless completion of grant and funding deliverables • Drafts high-level professional communications and manages executive social media channels, adapting communication styles to context and purpose across diverse audiences • Manages expense reporting workflows, proactively identifying workflow efficiencies, following up with vendors, and leading the end-to-end reconciliation process • Provides informal guidance, feedback, and operational expertise to other administrative or support team members to improve organization-wide administrative workflows • Manages and executes virtual and in-person board meeting logistics with full ownership, driving progress toward deadlines and ensuring all outcomes are delivered on time • Communicates clearly across diverse audiences, preparing and delivering critical logistical and committee requirements to senior leadership • Attends formal meetings to capture accurate minutes and evaluates existing digital filing systems to maintain high-quality, easily accessible records • Manages onboarding projects and tracks recruitment steps for new board members, adapting existing templates and resources based on predefined guidelines • Updates and refines annual board collateral, recruitment overviews, and demographic reporting frameworks to accurately support grant and compliance requirements • Manages and executes the annual and ongoing collection of conflict of interest surveys, taking full ownership of the timeline, tracking system, and data integrity • Embodies organizational values in all daily interactions with the governing board, actively fostering trust, collaboration, and professional relationship management • Independently resolves complex travel-related logistics and unexpected challenges for site visits and educational tours • Directs advisory council meeting logistics by actively evaluating and anticipating stakeholder needs to foster deep external relationships • Provides specialized administrative expertise to serve as a resource for others, evaluating the effectiveness of follow-up processes and implementing improvements