Medical Admin Assistant - eCW Experience Required

We are seeking an experienced, detail-oriented Medical Administrative Virtual Assistant with recent, hands-on eClinicalWorks (eCW) mastery to support a busy U.S.-based medical practice. In this core administrative role, you will take ownership of daily chart preparation, new patient intake, insurance eligibility verification, prescription renewal routing, and 1–2 hours of dedicated phone coverage during the clinic's daily lunch break.

Because a large portion of our patient population consists of older and Medicare-age individuals, the ideal candidate must possess exceptionally clear, calm, warm, and measured spoken English, demonstrating incredible patience and meticulous attention to detail. Recent hands-on experience using eCW is strictly required; candidates must be ready to navigate the platform seamlessly from day one without system training.

Working Environment & Core Schedule

• Role Title: Medical Administrative VA (eClinicalWorks)
• Status: Full-Time (40 Hours / Week)
• Schedule: Monday – Friday, 8:00 AM – 5:00 PM EST (US Eastern Standard Time)
• Core EHR Platform: eClinicalWorks (eCW) — Recent Hands-On Experience Required

Top 3 Daily Tasks

1. Chart Preparation & Administrative Support: Audit and prepare patient charts prior to visits, flag missing records, route prescription renewal requests to providers, and file/categorize medical documents accurately in eCW.
2. New Patient Intake & Insurance Verification: Collect demographic data, verify active insurance coverage and copays/benefits, and complete pre-visit registration.
3. Mid-Day Phone Coverage (1–2 Hours): Provide dedicated phone coverage during the practice's lunch window—answering inbound patient calls, managing basic scheduling, taking accurate messages, and relaying clinical inquiries to providers.

Core Responsibilities

• Chart Auditing & Document Management: Review upcoming patient schedules in eCW, flag missing clinical documentation, upload incoming records, and ensure complete chart readiness before provider encounters.
• Prescription Renewal Routing: Receive incoming pharmacy/patient refill requests, review chart history, route requests to attending providers within eCW, and track completion. (Note: Role involves non-clinical administrative routing only; no medication approvals or clinical advice).
• Intake & Benefit Verification: Conduct comprehensive pre-visit intake, verify primary/secondary insurance eligibility and Medicare benefits, and resolve missing demographic information.
• Patient Phone & Front-Office Coverage: Cover the clinic phone lines for 1–2 hours daily during lunch hours—communicating with elderly patients at a clear, measured pace, addressing scheduling inquiries, and taking precise messages.
• eCW Task Queue & Inbox Management: Monitor task queues, route clinical messages, track outstanding administrative items, and maintain total HIPAA compliance across all workflows.

Requirements

• EHR System Requirement (Mandatory): Recent, direct hands-on experience using eClinicalWorks (eCW). Must be fully proficient in navigating eCW task queues, chart views, document uploading, and scheduling.

• U.S. Practice Tenure: Minimum 2+ years of direct administrative support experience for a U.S.-based medical practice.
• Core Competencies: Proven experience in chart preparation, patient intake, insurance verification, and basic medical terminology.
• Communication Mastery (CRITICAL): Flawless, measured, and exceptionally clear spoken English with pristine articulation for communicating with older, Medicare-age callers.
• Professional Demeanor: Calm, warm, patient, and detail-oriented approach to patient care and provider support.
• Remote Workspace: Quiet, HIPAA-compliant home workspace equipped with a reliable computer (PC/Mac), high-speed internet, backup power/internet, and a noise-canceling USB headset.

Preferred / Nice-to-Have Qualifications

• Extended U.S. Tenure: 3+ years of daily administrative experience in a U.S. outpatient medical practice with heavy eCW utilization.
• Demographic Experience: Direct experience communicating with senior or Medicare-age patients.
• Phone & Front Office Background: Prior background as a medical receptionist or telephone triage support specialist.
• Gender Preference: Female preferred based on practice demographic guidelines.

Ideal Candidate Profile

You are a sharp, calm, and methodical medical administrative assistant who knows eClinicalWorks inside and out. You bring order to patient charts, verify benefits with accuracy, and speak with older patients using a warm, measured, and reassuring tone.