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Winning Assistants

Staffing healthcare practices with HIPAA-compliant VAs

General Virtual Assistant - Healthcare Operations

Clinical Support & Patient AdministrationConfirmed live in the last 24 hours
Full-timeRemote in Philippines

About the Job

Requirements

  • Prior experience supporting U.S.-based healthcare practices with administrative coordination, reporting, documentation, email management, or daily medical office operations is required.
  • Previous experience using electronic health record or electronic medical record systems for healthcare administrative or billing workflows is required; SimplePractice experience is a plus, but not required.
  • Experience supporting patient intake, appointment scheduling, intake documentation, and insurance eligibility verification is required.
  • Proficiency in Microsoft Office, particularly Excel and Word, and comfort navigating multiple applications, managing records, and learning unfamiliar software independently are required.
  • Experience managing email inboxes, tracking tasks, preparing documentation, and coordinating administrative responsibilities with minimal supervision is required.
  • Experience handling healthcare-related phone calls, including patient inquiries, insurance follow-ups, or billing communication, is required.
  • Excellent verbal and written English communication skills, with clear, professional conversational English, are required.
  • Exceptional technical aptitude and the ability to learn new software, billing procedures, and administrative workflows quickly are required.
  • Strong critical-thinking and problem-solving skills, with the ability to navigate multiple systems independently, are required.
  • Attention to detail when reviewing claims, reports, and patient information is required.
  • Ability to manage recurring tasks and deadlines and prioritize multiple responsibilities with minimal supervision is required.
  • Ability to receive feedback, retain and apply training with minimal repetition, and work reliably and accountably with the practice owner and administrative team is required.
  • Willingness to transition toward a predominantly medical billing-focused role as practice needs evolve is required.

Responsibilities

  • Support the practice owner with daily administrative responsibilities, email organization, and operational coordination.
  • Run biweekly payroll and 401(k) reports, ensuring information is accurate and organized.
  • Communicate with therapists, administrative team members, insurance companies, and referral sources as needed.
  • Manage and update five Psychology Today profiles to support patient referrals and practice visibility.
  • Prepare and distribute internal monthly newsletters and external quarterly newsletters.
  • Maintain clinician CAQH profiles and complete required attestations every 180 days.
  • Review and update Standard Operating Procedures quarterly in collaboration with the CEO and administrative team.
  • Track and submit annual reimbursement rate-increase requests to insurance representatives.
  • Complete initial onboarding paperwork for new therapists and coordinate handoff to the Onboarding Supervisor.
  • Coordinate staff birthday gifts and other occasional team-related administrative tasks.
  • Assist with marketing outreach and social media engagement across Google Business, Facebook, and Instagram when referral volume is low.
  • Maintain organized documentation, task tracking, and efficient administrative workflows.
  • Submit electronic medical claims through SimplePractice using accurate CPT and ICD-10 codes in accordance with payer requirements.
  • Follow up on unpaid, rejected, denied, or underpaid claims involving commercial insurance, Medicaid, and Medicare.
  • Investigate billing discrepancies using remittance information, payer portals, EHR records, and insurance guidelines.
  • Review claim adjustments and coordinate corrections with the Billing Supervisor and administrative team.
  • Handle inbound and outbound billing calls to resolve patient billing questions, arrange payments, and support collections.
  • Verify patient and claims information across SimplePractice, insurance portals, and credentialing systems.
  • Identify recurring documentation errors or billing issues that contribute to denials and payment delays.
  • Maintain accurate billing records and follow established billing SOPs and task management workflows.
  • Take on additional billing responsibilities as the current biller reduces her hours beginning in January 2027.
  • Provide intake support when the full-time Intake Coordinator is unavailable, on leave, or requires additional assistance.
  • Answer intake calls and assist prospective and existing patients with appointment-related inquiries.
  • Maintain clinician availability reports, insurance coverage information, and patient waiting lists.
  • Send intake paperwork and follow up on incomplete requirements.
  • Coordinate patient scheduling to help clinicians maintain full caseloads.
  • Verify insurance eligibility and benefits through payer portals and contact insurance companies to resolve coverage questions.
  • Assist with clinician insurance panel credentialing and related documentation when needed.
  • Complete recurring administrative, payroll, reporting, and documentation tasks in a timely manner.
  • Manage email accurately, coordinate with clinicians, and provide operational support.
  • Learn and apply medical billing training rapidly, taking increasing responsibility for assigned billing tasks.
  • Maintain EHR, insurance, credentialing, and administrative records accurately.
  • Provide reliable intake coverage when the Intake Coordinator is unavailable.
  • Transition into expanded medical billing responsibilities beginning in January 2027.

Desired Qualifications

  • Prior medical billing experience, including claims submission, claims follow-up, payment posting, or denial management.
  • SimplePractice experience.
  • Experience with Telzio or a similar VoIP system.
  • Experience maintaining CAQH profiles, completing attestations, or assisting with insurance panel credentialing.
  • Experience preparing payroll reports, tracking employee information, or supporting administrative financial reporting.
  • Familiarity with behavioral health terminology, therapy practice operations, and healthcare insurance processes.
  • Experience managing Psychology Today profiles, social media pages, newsletters, or basic marketing outreach.
  • Experience with Claude AI, Microsoft Office, Google Sheets, Trello, SharePoint, OneDrive, insurance payer portals, CAQH, Telzio, Psychology Today, Google Business, Facebook, Instagram, and payroll, reporting, and communication systems.

About the Company

Winning Assistants

Staffing healthcare practices with HIPAA-compliant VAs

Winning Assistants provides HIPAA-compliant virtual assistant staffing for healthcare practices by connecting US-based clients with a global pool of trained remote professionals. Clients hire full-time VAs who work in the client’s time zone and handle both administrative and clinical tasks, such as front office duties, medical billing, chart management, dictation transcription, prior authorization, EMR updates, and executive support. The company differentiates itself by combining a global talent pool with healthcare-specific HIPAA training and time-zone-aligned, full-time VAs for a broad US and Commonwealth client base. Its goal is to reduce administrative and revenue-cycle burdens for medical practices by offering scalable, reliable remote staffing that integrates with healthcare operations.

Company size
51-200
Company stage
Not listed
Total funding
Not listed
Headquarters
Irvine, CA
Founded
Not listed

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