Pediatric Practice Virtual Assistant

Remote Virtual Assistant – Pediatric Practice
Full time

About the role

Provide remote administrative and patient-facing support for our pediatric practice, including scheduling, referrals, records management, and communication with families by phone and secure messaging.

Key responsibilities

• Schedule appointments, send reminders, and verify patient demographics
• Screen and route phone calls and secure messages, answer administrative questions, and direct clinical concerns to the appropriate clinical staff
• Assist with new patient registration, including collecting and entering demographic and insurance information
• Help patients and parents set up and access the MyChart portal
• Upload forms, insurance cards, and medical records to the electronic chart accurately and confidentially
• Prepare school health forms and work or school excuse notes for release after clinical approval
• Coordinate outgoing referrals, prepare referral forms, communicate with specialist offices, and follow up on appointment status and reports
• Maintain current patient panel information, update relevant systems, and document care transitions
• Assist billers with claim follow-up by contacting insurers for clarification and gathering information needed to resolve billing issues
• Cover phone lines during lunch hours and as needed

About you

• Experience as a Virtual Assistant, Administrative Assistant, or in a similar role; healthcare experience is preferred but not required
• Strong written and verbal communication skills and a professional, empathetic phone manner
• Ability to learn scheduling software, electronic medical records, practice management systems, and communication tools; training will be provided
• Strong attention to detail, organization, and follow-through
• Ability to work independently and collaborate with a remote and on-site team
• Commitment to patient privacy, confidentiality, and data security
• Initiative and sound judgment when resolving administrative issues
• A friendly, patient approach to supporting children and families
• Reliability and the ability to manage multiple time-sensitive priorities