We are seeking a highly organized and detail-oriented Medical Virtual Assistant / Customer Service Representative to provide administrative and operational support across various medical intake, billing, and documentation processes. The ideal candidate will handle coordination between doctors, attorneys, and insurance companies, ensuring timely and accurate processing of patient information, orders, and billing documentation. This role requires excellent communication skills, strong multitasking abilities, and familiarity with medical systems and documentation workflows.
Duties and Responsibilities
Elite Intake
- Encode and process medical orders.
- Contact doctor or attorney offices to gather missing information.
- Assist with Elite Intake processes (SL, Focus, and WH).
- Conduct transportation reviews and quality checks on orders.
- Upload LOP (Letter of Protection) approvals.
- Forward faxes received from insurance providers.
- Send LOP requests and drafts via email.
- Coordinate with the Billing Department for new attorneys, physicians, and insurance providers.
Billing
- Encode medical records requests (EXA Billing).
- Encode medical bill and affidavit requests (EXA Billing).
- Forward subpoenas and medical reduction requests via email.
- Schedule and manage appointments for medical reviews.
Prime Intake
- Encode and upload orders received via email and fax.
- Upload LOPs and supporting documents.
- Update LOP requests received from attorneys via email, call, or fax.
- Maintain and update Prime Pending Referrals.
Core Intake
- Encode referrals received via email and Updox.
- Upload LOP approvals and email confirmations.
- Conduct courtesy calls for verification with law firms and doctors offices.
- Fax documents via Updox and manage related communication.
- Check Adame Garza portal and respond to related emails.
- Upload drop letters and other necessary documentation.
CPR / Dr. Krono
- Encode orders received via email and fax.
- Send LOPs via email and fax.
- Upload approvals and documentation.
- Handle medical and billing requests, including reductions.
- Contact attorney offices and medical clinics for follow-ups.
OSJ
- Encode orders from email and fax.
- Send and upload LOP requests and approvals.
- Make courtesy calls and forward received faxes.
- Attach documents to patient charts and update eBuddy contacts.
Practice Fusion
- Encode patient schedules (three days in advance).
- Add patient addresses and pharmacy details based on attorney preferences.
- Create encounters and add diagnostic imaging impressions per referred body part.
- Verify next-day appointments and procedures for accuracy.
Cura Health
- Encode patient data in EXA and Cura Portals.
- Send medical records to facilities and billing departments.
- Confirm patient visits via email.
- Upload medical records, imaging, billing, and affidavits.
- Update notes and Cura Health tracker with client information.
- Maintain accurate status updates for all patients in EXA.
Qualifications
- Bachelor's degree preferred; healthcare or administrative background is an advantage.
- Minimum of 2 years of experience in medical billing, intake coordination, or a related administrative healthcare role.
- Strong knowledge of medical documentation, insurance processes, and LOP procedures.
- Excellent communication skills, both written and verbal.
- Proficiency in MS Office, Google Workspace, and EMR systems (EXA, Cura, Practice Fusion, Dr. Krono, etc.).
- High attention to detail, organizational ability, and confidentiality in handling sensitive patient information.
- Ability to work independently in a remote setup while managing multiple tasks and deadlines.
