Role Description Our client is a U.S.-based healthcare practice that provides physical therapy services, focused on delivering patient-centered care and a smooth, professional front-desk experience. The Medical Virtual Assistant will support daily administrative and front-desk operations while serving as a key point of contact for patients. - Greeting patients virtually and assisting with the check-in process. - Conducting face-to-face patient interactions via tablet during check-in. - Collecting patient co-pays and deductibles and confirming patient details. - Answering inbound phone calls and responding to patient inquiries. - Scheduling, confirming, and managing patient appointments accurately. - Performing patient communication and follow-ups. - Supporting patient care coordination through remote administrative tasks. - Completing back-end administrative support as needed. - Entering and maintaining accurate patient data in the patient management system. - Using EMR/EHR systems (WebPT experience preferred). - Remaining present in a virtual video conference room with camera on for the entire shift to support real-time collaboration. Qualifications - At least 1 year of experience in medical administration, healthcare support, or a healthcare front desk role (including virtual assistant experience). - Prior and strong experience in handling patient scheduling and inbound calls in a healthcare setting. - Proven experience collecting patient co-pays and deductibles, including discussing payments professionally and in a patient-friendly manner. - Comfortable using EMR/EHR systems (experience with WebPT is an advantage). - Strong fluency in both English and Spanish is required. Able to communicate clearly, professionally, and empathetically with patients in both languages. - Must be confident being on camera and engaging patients in real time. - Proactive, reliable, and able to work independently. - Detail-oriented with strong organizational skills. - Proficiency in WebPT and Optimum is a plus. Requirements - Must be proficient in speaking and writing 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]. Technical Requirements - Device: Reliable laptop or desktop computer. - Internet: High-speed connection (minimum 15 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.

- Managing and executing projects on behalf of clients - Excelling at time management and meeting deadlines - Fluidly providing a variety of virtual assistant services such as scheduling, emailing, lead conversion, research, data entry, and more - Adjusting seamlessly to clients’ changing priorities, needs and deadlines using their business values and processes as a guiding principle - Connecting with many different personality types and communication styles

Role Description The Executive Assistant (EA) serves as the operational and administrative partner to the Care Coordinators within the Client Experience Team. This role focuses heavily on backend administrative support, email-based communication, documentation management, system updates, auditing, and workflow coordination to ensure smooth department operations and a seamless client experience. Key Responsibilities - Administrative & Operational Support - Support Care Coordinators through backend administrative task management - Manage voicemail and texting triage, assigning items to Care Coordinators as needed - Create and maintain client charts - Maintain incident-to-supervisor logs and internal tracking systems - Maintain reminder tracking sheets and therapist follow-up systems - Documentation & Quality Assurance - Audit confirmations to ensure details are complete and accurate - Review consent forms and ROI documentation for validity and completeness - Email clients regarding missing information or corrections needed - Process records requests following internal verification procedures - Coordinate dispute documentation and chargeback support - Maintain accurate and organized client records within systems - Financial & Billing Support - Send communications regarding updated credit card information - Update payment systems - Support collections communications and Payment Plan processing - Verify eligibility and coordinate Financial Assistance Program (FAP) enrollment communications - Record approved fee reductions in systems - Coordinate with billing teams regarding client financial workflows - Team & Department Support - Support Clinician Meet & Greet coordination and hosting logistics - Help maintain visibility and continuity through Freshdesk and shared communication systems - Collaborate closely with Care Coordinators and leadership Qualifications - Minimum 2 years of relevant customer service experience - Strong computer skills, including proficiency with Google Docs, Freshdesk, and AMD - Comfortable with Teams meetings (camera required) - Ability to multitask, prioritize, and manage time effectively - Excellent verbal, written, and interpersonal communication skills - Strong attention to detail and organizational skills - Positive, empathetic, and professional attitude - Ability to work well independently and as part of a team - Adaptability to a dynamic, fast-paced work environment - High school diploma or equivalent required - Must have personal equipment: reliable phone, monitor, and high-speed internet * - We provide a laptop for you Benefits - Medical, Dental, and Vision Insurance - 401(k) Retirement Plan - Life Insurance - 10 PTO Days + 8 Sick Days - Collaborative, supportive work culture

• Provide remote administrative support and enhance the patient experience • Answer and manage a high volume of incoming patient phone calls • Respond professionally to patient emails and administrative enquiries • Provide patients with updates regarding appointments, referrals, and test results • Schedule follow-up appointments when required • Deliver exceptional customer service while maintaining patient confidentiality • Process specialist referrals and insurance authorizations through payer portals • Coordinate laboratory and imaging results with the clinical team • Communicate test results to patients as directed by providers • Ensure referrals and patient documentation are completed accurately and on time • Manage pharmacy refill requests and medication-related communications • Maintain accurate patient records within the electronic health record (EHR) system • Upload and organize clinical documentation • Support providers with day-to-day administrative tasks and workflow management • Track outstanding administrative tasks and ensure timely completion • Coordinate with providers and medical assistants to support smooth daily operations • Maintain accurate records and documentation • Follow established workflows and clinic procedures • Identify opportunities to improve administrative efficiency and patient communication