Medical Virtual Assistant - Nutrition & Wellness

Job Title: Medical Virtual Assistant — Nutrition & Wellness
Position Type: Part-Time
Work Hours: 2:00 PM – 6:00 PM Eastern Time
Work Days: Monday, Tuesday, Thursday, Friday, and Saturday
Off Days: Wednesday and Sunday
Salary: $5–$6 per hour, depending on experience
Job Code: XT - NWC
Workplace: Remote
Preferred Candidate Location: Philippines

About the Client & Role

Our client is a nutrition and wellness center that provides personalized, evidence-based nutrition counseling and wellness support. They are looking for a welcoming, detail-oriented, and healthcare-experienced Medical Virtual Assistant — Nutrition & Wellness to manage patient communication, lead follow-up, appointment scheduling, EMR onboarding, insurance verification, claims follow-up, and general administrative tasks.

This role is ideal for someone with healthcare administrative experience, strong phone communication skills, and the ability to professionally engage prospective patients and encourage them to schedule appointments. The right candidate should be organized, comfortable using EMR systems, and able to support insurance, claims follow-up, and basic payroll tracking with accuracy.

Scope of Work / Responsibilities

Patient Calls & Lead Follow-Up

• Manage inbound patient calls, website inquiries, and leads from Facebook and Instagram advertisements.
• Follow up with prospective patients, nurture leads, and encourage them to schedule appointments.
• Handle inbound and outbound patient communication professionally as a virtual receptionist and customer service representative.

Patient Scheduling & EMR Onboarding

• Schedule appointments and send confirmations and reminders to help prevent no-shows.
• Onboard new patients into Calyx Health EMR.
• Collect patient forms and submit insurance information.

Insurance, Billing & Claims Follow-Up Support

• Verify insurance coverage and document insurance information accurately.
• Track claims and follow up on outstanding or rejected insurance claims.
• Contact insurance companies to inquire about denial reasons and claim status.
• Gather next steps for claim resolution and coordinate updates with the appropriate team.
• Help maintain accurate insurance, billing, and claims records.

Payroll Tracking & Administrative Support

• Track each dietitian’s billable units to help calculate compensation using Google Sheets or a similar spreadsheet tool.

Tools You’ll Use

• Calyx Health EMR
• Google Sheets or similar spreadsheet tools

Requirements

Experience Requirements

• Healthcare Administrative Experience: Required. Candidates must have previous experience in healthcare administration, medical office support, patient coordination, virtual receptionist work, or a similar healthcare support role.

• Patient Communication & Call Handling Experience: Required. Candidates must be comfortable managing inbound and outbound patient calls and communicating professionally by phone.

• Lead Follow-Up & Appointment Conversion Experience: Required. Candidates must be comfortable following up with website and marketing leads, nurturing prospective patients, and encouraging them to book appointments.

• Patient Scheduling & Onboarding Experience: Required. Candidates must have experience with appointment scheduling, patient onboarding, reminders, and collecting patient forms or intake information.

• Insurance Verification Experience: Required. Candidates must have experience verifying insurance coverage and handling insurance-related information accurately.

• Claims Follow-Up / Billing Support Experience: Preferred. Candidates with experience tracking claims, following up on outstanding or rejected claims, contacting insurance companies to inquire about denial reasons, and identifying next steps for resolution are encouraged to apply.

• EMR Experience: Required. Candidates must have experience using healthcare EMR/EHR systems. Experience with Calyx Health is strongly preferred.

• Payroll Tracking Experience: Preferred. Candidates should be comfortable with basic payroll-related tracking, such as using Google Sheets to track billable units for providers. Advanced payroll experience is not required.

• Dietitian, Nutrition, or Wellness Center Experience: Preferred. Experience supporting a dietitian, nutrition practice, wellness center, or similar healthcare environment is a plus.

• HIPAA & Compliance Awareness: Required. Candidates must understand patient confidentiality and be comfortable handling sensitive healthcare information.

Communication & Core Qualifications

• Strong phone communication and customer service skills.
• Professional, welcoming, and patient-focused communication style.
• Comfortable with lead nurturing and appointment conversion.
• Highly organized with strong attention to detail, especially for insurance, claims, and payroll records.
• Able to multitask and prioritize patient communication, scheduling, claims follow-up, and administrative responsibilities.
• Comfortable learning Calyx Health EMR and other required systems.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.