Medical Virtual Assistant

The Virtual Assistant will support daily operations by managing appointment requests, coordinating communication between law firms, medical providers, and patients, maintaining accurate patient and appointment information, and following up on pending requests. This role requires strong organization, attention to detail, responsiveness, and professionalism, particularly when handling sensitive and confidential information.

Key Responsibilities

• Manage and process incoming appointment requests through the appropriate platforms and communication channels.
• Coordinate appointments between patients, law firms, medical providers, and other relevant parties.
• Communicate professionally and promptly with law firms regarding appointment status, scheduling requests, and pending items.
• Communicate with medical providers to coordinate appointments and obtain or confirm required information.
• Contact patients when necessary to confirm, reschedule, or provide information regarding appointments.
• Update and maintain accurate patient records, appointment details, contact information, and request statuses in the appropriate systems.
• Monitor pending appointment requests and conduct timely follow-ups to ensure they are resolved.
• Track outstanding requests and identify items that require additional action or escalation.
• Follow up with medical providers and law firms when information or confirmation is missing or delayed.
• Ensure that appointment information is complete, accurate, and properly documented.
• Review incoming information and identify discrepancies or missing details.
• Escalate complex, urgent, or unresolved issues to the appropriate team member or department.
• Maintain clear and organized records of communications, follow-ups, and appointment activity.
• Support the team with administrative and operational tasks as needed.
• Ensure daily requests are handled efficiently and according to established procedures.
• Maintain a high level of professionalism when interacting with patients, attorneys, law firms, medical providers, and internal teams.
• Protect confidential and sensitive patient information and follow all applicable privacy and data-handling procedures.
• Contribute to a smooth and efficient workflow by proactively identifying pending tasks and addressing them before they become delays.

Required Qualifications

• High School Diploma or equivalent.
• Previous experience as a Virtual Assistant, Administrative Assistant, Customer Service Representative, Medical Assistant, Medical Scheduler, or in a similar administrative role.
• Strong English communication skills, both written and verbal.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks and priorities simultaneously.
• Strong follow-up and problem-solving skills.
• Professional communication skills and a customer-service-oriented approach.
• Ability to work with confidential and sensitive information.
• Comfortable using computers, online platforms, email, and communication tools.
• Ability to work independently while maintaining effective communication with the team.
• Personal Injury Experience

Preferred Qualifications

• Experience working with medical providers, healthcare organizations, or law firms.
• Experience coordinating medical appointments or patient services.
• Experience communicating with U.S.-based law firms or medical providers.
• Familiarity with medical terminology.
• Experience working with patient management, scheduling, CRM, or case management platforms.
• Previous experience in a remote or virtual work environment.
• Knowledge of HIPAA or other patient privacy and confidentiality requirements.