Job Description

Position Overview

We are seeking a highly organized and detail-oriented

Virtual Assistant - Healthcare

to support U.S.-based medical coordination, scheduling, communication, and documentation. The role involves working closely with clients, healthcare providers, and legal teams to ensure seamless case management, accurate record handling, and timely updates. This position requires strong English communication skills, a high level of professionalism, and the ability to follow structured SOPs with precision.

Key Responsibilities1. Case Intake & Initial Setup

Acknowledge new case referrals within defined timelines. Create and maintain case files with accurate client, attorney, and medical information. Gather required documentation including demographic details, medical history, symptoms, and insurance/lien details. Review injury or case details and determine appropriate care paths based on SOP guidelines. Verify client location and identify suitable healthcare providers.

2. Provider Scheduling & Coordination

Contact medical providers to confirm acceptance of attorney lien/LOP cases. Schedule timely appointments and communicate details with clients via phone, email, or text. Send reminders, prepare pre-appointment instructions, and confirm transportation or documentation needs. Ensure completed and attorney-signed Letters of Protection (LOPs) are sent to all providers.

3. Medical Records Management

Request records from providers post-appointments and track them systematically. Maintain organized digital files for all case-related documents, imaging, and billing. Review received records for accuracy and completeness before forwarding. Submit medical records to attorneys as requested or on a scheduled basis.

4. Ongoing Case Management

Conduct weekly case reviews and update the case management system. Track treatment progress, missed appointments, follow-ups, and compliance issues. Maintain detailed communication logs for all client, provider, and attorney interactions. Prepare and send monthly or urgent case status updates to attorney offices.

5. Communication Protocols

Manage communication with clients, attorneys, and providers within defined response times. Maintain professionalism and clarity in emails, calls, and written correspondence. Adhere to privacy, authorization, and information-sharing regulations. Participate in internal team check-ins and weekly case discussions.

6. Billing & Lien Documentation

Request, review, and organize medical bills and CPT-coded statements. Ensure proper tracking of all medical expenses and lien balances. Flag discrepancies or unusual billing patterns for review.

7. Case Closure Activities

Coordinate with attorneys and providers to ensure proper case closure. Collect all final records, bills, summaries, and imaging. Prepare final case summaries for attorney review. Archive case files per organizational requirements.

8. Quality Control & Escalation

Perform daily and weekly quality checks to ensure no pending issues. Escalate concerns such as client safety, non-compliance, legal questions, or provider disputes to the primary coordinator. Ensure adherence to KPIs including communication response time, appointment booking speed, and record retrieval timelines.

Required Skills & Qualifications

Excellent English communication skills (oral & written). Strong organizational and time-management abilities. Ability to manage multiple cases simultaneously. Attention to detail with a high degree of accuracy. Comfortable working night shifts to support U.S. time zones. Prior experience in healthcare administration, U.S. medical coordination, case management, or virtual assistance is preferred (not mandatory). Ability to follow structured SOPs and maintain professionalism across all communication channels. Proficiency with digital tools, spreadsheets, and documentation systems.

Work Schedule & Benefits

Shift:

7:30 PM - 4:30 AM (IST)

Working Days:

Monday to Friday with alternate Saturdays

Location:

Remote

Type:

Full-time

Requirement:

Immediate joiners preferred
Job Type: Full-time

Pay: ?20,000.00 - ?30,000.00 per month

Benefits:

Work from home
Experience:

Healthcare management: 1 year (Required)
Language:

English (Required)
Shift availability:

Night Shift (Required)
Work Location: Remote