Healthcare Virtual Assistant – Referral Coordination & Patient Records (Onsite)

About the Role:



Snapscale is looking for a detail-oriented and organized Healthcare Virtual Assistant / Referral Coordinator to support a growing US-based healthcare practice.

This role will focus on referral management, patient records, chart preparation, and pre-visit administrative coordination. The ideal candidate is someone who can work independently, stay organized, and consistently follow through on administrative tasks to ensure patients and providers are prepared for upcoming visits.

You will serve as an important administrative support resource, helping keep referrals properly entered and tracked, patient charts updated, and required paperwork completed before appointments.

The position starts as a part-time role of approximately 10 hours per week, with the potential to transition to full-time as the practice grows and the scope of work expands.

Responsibilities may include:



• Enter patient referrals into required external referral portals
• Track referral status and follow up on pending referrals
• Coordinate referrals and specialist appointments as needed
• Maintain accurate referral records and documentation
• Follow up with patients, providers, or other healthcare parties regarding referral requirements
• Prepare and organize patient charts before scheduled visits
• Use available intake information to populate appropriate patient history and chart information
• Review patient records for completeness and accuracy
• Confirm that required patient forms have been completed before appointments
• Send appointment confirmations and administrative reminders
• Ensure necessary administrative information is available before scheduled patient visits
• Assist with patient intake and registration
• Manage patient follow-ups and administrative recalls
• Assist with cleaning up existing charts and referral-related administrative backlogs
• Perform accurate EMR data entry and record updates
• Follow client-specific workflows and processes
• Maintain confidentiality when handling patient information and protected health information (PHI)
• Provide additional administrative support as assigned

Perks:



• Health Maintenance Organization (HMO)*
• Government-mandated benefits*
• 13th month pay*
• Other employee incentives*
• Opportunities for career growth and development
• Fun and supportive working environment

Requirements

• Previous experience as a Healthcare Virtual Assistant, Medical Virtual Assistant, Referral Coordinator, Medical Administrative Assistant, Patient Coordinator, or similar healthcare role is preferred
• Experience with referral coordination and referral tracking is an advantage
• Previous experience working with a US-based healthcare practice is preferred
• Familiarity with patient charts, medical records, and healthcare documentation
• Experience with EMR/EHR systems is preferred
• Strong attention to detail and accuracy when entering and reviewing patient information
• Excellent organizational and time-management skills
• Strong written and verbal English communication skills
• Comfortable communicating with patients, healthcare providers, and other healthcare stakeholders
• Able to manage referral and administrative tasks while consistently following through on pending items
• Comfortable learning external referral portals and client-specific healthcare systems
• Proficient with computers, email, Google Workspace, and web-based applications
• Highly dependable, organized, and process-driven
• Able to work independently with minimal day-to-day supervision
• Comfortable working with evolving workflows and learning processes through client-led training
• Able to maintain patient confidentiality and properly handle sensitive healthcare information
• Must be willing to work onsite in Davao