Medical Virtual Assistant - Administrative & Patient Support

About this role

We are seeking a highly organized, dependable, and detail-oriented Medical Virtual Assistant – Administrative & Patient Support to join the patient services team at 417 Sports Medicine. In this remote operational role, you will serve as an essential administrative bridge between our patients, front-office staff, clinical team, and external healthcare facilities for a busy orthopedic and sports medicine practice in Springfield, Missouri.

The ideal candidate possesses 2+ years of healthcare administrative experience , specialized knowledge of orthopedic workflows and diagnostic imaging prior authorizations (MRI, CT, X-ray), and fluent, accent-neutral spoken English . Operating within AdvancedMD , your core focus will be managing high-volume inbound and outbound phone communications, booking patient consultations, securing prior authorizations, processing specialty referrals, and triaging general practice emails with complete autonomy and accuracy.

Working Environment & Core Schedule

• Role Title: Medical Virtual Assistant – Administrative & Patient Support
• Specialty: Orthopedics & Sports Medicine
• Status: Full-Time (40 Hours / Week)
• Schedule: Monday – Friday, 9:00 AM – 5:00 PM CST (Central Standard Time)
• Core Technology Stack: AdvancedMD EMR & Practice Management , Practice VoIP Phone System, Informational Email Inbox, Insurance Payer Portals
• Primary Objective: Patient phone triage, orthopedic scheduling, diagnostic prior authorization processing, and referral care coordination

Top 3 Daily Tasks

• Patient Communication & Phone Support: Handle inbound patient telephone calls, place outbound follow-up calls to patients and insurance carriers with clear verbal communication, route clinical inquiries to providers, and process daily voicemails.
• Insurance Prior Authorizations: Initiate, submit, track, and resolve prior authorization requests for diagnostic imaging (MRI, CT, X-ray) and orthopedic procedures across commercial insurance portals to prevent care delays.
• Appointment Scheduling & Care Coordination: Schedule, reschedule, and verify patient consultations in AdvancedMD while processing and transmitting specialty referrals to outside physical therapy providers and imaging centers.

Core Responsibilities

• Phone Management & Patient Triage: Answer inbound calls professionally, address non-clinical questions regarding practice policies and appointments, and route clinical concerns to medical staff.
• Prior Authorization Processing: Collect clinical notes, navigate insurance portals, obtain pre-authorization approval numbers, track expiration dates, and document outcomes in AdvancedMD.
• Specialty Referral Coordination: Prepare, transmit, and track outgoing referrals for physical therapy, diagnostic imaging, and external specialist consultations, verifying receiving facility receipt.
• Appointment Scheduling: Book new patient consultations and follow-up visits according to clinical protocols, ensuring provider calendars are balanced and patient demographics are updated.
• Email Inbox & Administrative Support: Monitor the general informational email inbox, respond promptly to administrative inquiries, and maintain organized email correspondence.

Requirements

• 2+ Years Healthcare Experience: Direct experience working in a medical office, clinic, or healthcare administrative environment.
• Fluent English Communication: Flawless verbal and written English skills with a clear, accent-neutral phone presence and high listening comprehension.
• Prior Authorizations & Referrals: Demonstrated experience processing insurance prior authorizations for medical procedures and managing outgoing specialty referrals.
• EMR & Systems Proficiency: Working knowledge of Electronic Medical Record (EMR) platforms, practice management systems, email tools, and web portals.
• HIPAA Compliance & Confidentiality: Thorough understanding of HIPAA privacy rules, medical terminology, and patient confidentiality standards.
• Remote Workspace Setup: Private, quiet home office with a lockable door, high-performance computer (PC/Mac), high-speed primary internet connection, backup internet/power solutions, and a noise-canceling headset.

Preferred Qualifications

• 1+ Year Orthopedic/Sports Medicine Experience: Direct familiarity with musculoskeletal terminology, diagnostic imaging orders, and orthopedic care workflows.
• AdvancedMD Experience: Hands-on experience navigating AdvancedMD software for scheduling, charting, and administrative workflows.
• Ideal Candidate Profile

You are a dependable, proactive administrative assistant who thrives in a fast-paced medical practice. You navigate AdvancedMD easily, handle complex insurance prior authorizations with persistence, and deliver clear, compassionate, and professional service to orthopedic patients over the phone.