Healthcare Virtual Assistant - Prior Authorization Support

Job Title: Healthcare Virtual Assistant – Medical Documentation & Prior Authorization Support

Position Type: Part-time (20 hours per week)

Work Hours: Flexible schedule between 9:00 AM – 5:00 PM EDT

Work Days: Monday – Friday

Salary: $5 – $6 per hour (depending on experience)

Job Code: TSA-TEMP

Workplace: Remote

Preferred Candidate Location:

About Our Client

The client is seeking a detail-oriented Healthcare Virtual Assistant to support a medical provider with clinical administrative tasks, documentation support, and prior authorization workflows.

This role is primarily a Medical Administrative Assistant position, helping reduce the provider’s administrative workload by assisting with coding support, documentation organization, referrals, and prior authorizations.

The ideal candidate has healthcare workflow knowledge, strong organizational skills, and the ability to work independently while handling sensitive patient information responsibly.

Primary Responsibilities

Medical Documentation & Coding Support

• Assist with coding patient visits at the end of each day
• Help organize and support clinical documentation for patient visits
• Review documentation to ensure accuracy and completeness

Prior Authorization Management

• Submit prior authorization requests to insurance providers
• Track authorization status and documentation requirements

Specialist Referral Coordination

• Send specialist referrals
• Coordinate referral documentation
• Research and locate appropriate specialist providers when necessary

Secondary Responsibilities

• Laboratory & Documentation Support
• Review and input laboratory results into the system
• Maintain accurate clinical documentation and patient records

Administrative Support

• Assist with organizing patient charts and documentation
• Provide general administrative support to reduce the provider’s workload

Limited / Occasional Tasks

• Identify and flag potential claim issues or denials for provider review
• Make occasional phone calls related to referrals or administrative coordination

Important Role Clarification

This position does NOT handle full medical billing or denial management.

• A separate medical biller will handle billing and denial management
• The VA’s role is focused on clinical administrative support and documentation assistance.

Systems & Tools Used

• Charm EHR (full access required)
• Vonage VoIP (phone system)

Requirements

• Healthcare background preferred (nursing, medical assistant, clinical support, or similar)
• Prior virtual assistant experience preferred
• Familiarity with medical billing and coding concepts helpful but not required
• Medical license or certification not required

Required Skills

Healthcare Workflow Knowledge

• Understanding of patient visits, referrals, and authorization workflows

Attention to Detail

• Ability to review documentation carefully and identify missing information

Clinical Documentation Support

• Comfortable assisting with visit documentation and coding preparation

Prior Authorization Experience

• Familiarity with submitting and tracking authorization requests

Strong Organizational Skills

• Ability to manage multiple tasks and patient records efficiently

Independent Work Ability

• Comfortable completing tasks without constant supervision

Professional Communication

• Clear and professional communication with healthcare offices and providers

EHR Experience

• Comfortable working within electronic health record systems (Charm preferred)

Basic 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]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.