Medical Virtual Assistant - Podiatry Charting & Referrals

Job Title: Medical Virtual Assistant — Podiatry Charting & Referrals
Position Type: Full-Time
Work Hours: 8:00 AM – 5:00 PM Mountain Time, Monday to Friday, with a 1-hour unpaid lunch break (Must be flexible depending on business needs)
Work Days: Monday to Friday
Salary: $5 - $6 depending on experience

About the Client & Role

Our client is a growing podiatry clinic in Arizona that provides specialized foot and ankle care. The practice is supported by a small, collaborative team consisting of one physician, medical assistants, and front desk staff.

They are seeking a highly organized and detail-oriented Medical Virtual Assistant — Podiatry Charting & Referrals to support both clinical and administrative workflows, including chart cleanup, referrals, faxes, eligibility checks, confirmation calls, and outbound patient communication.

This role is ideal for someone with a strong medical background who is comfortable working with physician documentation, referrals, patient coordination, and clinical chart accuracy. Podiatry experience is highly preferred because of the terminology, conditions, and workflows involved. Orthopedic, surgical, or other specialty medical experience may also be considered.

The ideal candidate should be accurate, organized, dependable, and committed to staying long-term. The client is looking for someone who can become a valuable part of the practice, learn workflows deeply, take ownership of assigned responsibilities, and grow into additional tasks over time.

Scope of Work / Responsibilities

Chart Review & Clinical Documentation Support

• Review transcriptions and clean up clinical notes for physician review.
• Finalize charts and prepare them for physician signature.
• Populate patient charts with referral details, test results, orders, and supporting documentation.
• Ensure chart sections are accurate, complete, and properly organized.
• Send orders once physician notes are completed, as needed.

Referrals & Patient Scheduling Support

• Process incoming referrals and update patient charts accordingly.
• Call patients from referrals to help get them scheduled for appointments.
• Track referral status and ensure patient information is documented accurately.
• Coordinate scheduling-related updates based on referral needs and practice workflows.

Fax Management & Document Sorting

• Review and sort incoming faxes accurately.
• Identify different types of documents and route them to the appropriate chart section or workflow.
• Track outstanding fax-related items and follow up when needed.
• Ensure important clinical and administrative documents are not missed.

Confirmation Calls & Outbound Patient Communication

• Make confirmation calls to patients before appointments.
• Remind patients of appointment times and relevant appointment expectations.
• Inform patients of the practice’s no-show fee when applicable.
• Notify patients of outstanding balances that may be collected at check-in.
• Ask patients about insurance coverage concerns and remind them to bring their insurance card when needed.
• Contact patients regarding ordered tests, such as MRIs or EMGs, to confirm whether testing has been completed and where results can be obtained.
• Ask new patients coming in for foot pain where they prefer to go for imaging so X-ray orders can be sent ahead of time.

Eligibility Checks & Administrative Support

• Complete insurance eligibility checks as assigned.
• Document eligibility concerns and route issues appropriately.
• Support outbound calls and administrative follow-up as needed.
• Assist with additional clinical and administrative duties as the role expands.

Tools You’ll Use

• AdvancedMD
• Vonage
• Phone and outbound calling systems
• Fax management tools
• Practice communication and documentation workflows

Requirements

Experience Requirements

• Medical Assistant or Clinical Administrative Experience: Required. Candidates must have experience supporting clinical documentation, chart preparation, referrals, patient coordination, or medical office workflows.

• Podiatry Experience: Highly preferred. Experience in podiatry is highly valuable due to the terminology, conditions, procedures, and documentation involved.

• Orthopedic or Surgical Experience: Preferred. Candidates with orthopedic, surgical, or specialty medical experience may also be a strong fit.

• Chart Review & Clinical Documentation Experience: Required. Candidates must be comfortable reviewing clinical notes, organizing chart sections, cleaning up documentation, and preparing charts for provider review or signature.

• Referral Processing Experience: Required. Candidates must have experience processing referrals, updating charts, tracking referral details, and supporting related patient scheduling workflows.

• Fax Management Experience: Required. Candidates must be comfortable reviewing, sorting, and routing different types of incoming medical documents.

• Outbound Patient Call Experience: Required. Candidates must be comfortable making confirmation calls, referral-related scheduling calls, and calls related to test results or missing information.

• Insurance Eligibility Experience: Required. Candidates must be comfortable checking eligibility, identifying coverage concerns, and documenting insurance-related details accurately.

• AdvancedMD Experience: Preferred but not required. Candidates with AdvancedMD experience are strongly preferred, but strong EMR/EHR experience may also be considered.

• Vonage Experience: Preferred but not required. Experience with Vonage or similar phone systems is a plus.

Communication & Core Qualifications

• Strong understanding of medical charting, clinical documentation, and patient record accuracy.
• Highly detail-oriented and able to identify missing or incomplete information.
• Professional and confident when making outbound patient calls.
• Organized, reliable, and able to manage referrals, faxes, charts, and follow-up tasks.
• Able to learn medical terminology and practice-specific workflows quickly.
• Comfortable working across both clinical and administrative responsibilities.
• Proactive, dependable, and able to work independently with minimal supervision.
• Strong retention mindset and interest in a long-term role.

Performance Expectations

The ideal candidate should help support:

• Accurate and timely chart cleanup.
• Complete and organized referral processing.
• Proper sorting and routing of incoming faxes.
• Timely confirmation calls and outbound patient follow-up.
• Accurate eligibility checks and documentation.
• Reduced administrative workload for the practice team.
• Strong follow-through on outstanding tasks and patient-related items.

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.