______________________________________________________________________

Role: Virtual Assistant (Healthcare / Patient Coordinator)
Priority Location: Latin America / South Africa
Working Hours: 6AM - 2PM (Mon - Fri) PST
Salary Range: $1500 - $2000 USD per month (The final offer is at the client’s discretion and depends on the candidate’s interview result, skills, and experience.)
Type of contract: Independent Contractor
Type of job: Remote

About the Role:

You are the "engine" of our medical practice. This isn't just an office job; you are the main link between patients, doctors, and labs. You will take full ownership of patient care plans, making sure every test is scheduled and every detail is perfect. We need a "Type A" problem solver who doesn't wait to be told what to do and never lets a task go unfinished. If you love staying organized and want to help patients navigate the complex healthcare system, this role is for you.

Key Responsibilities:

Act as the main professional link for patients via email, phone, and portals.
Respond to client emails within the hour
Manage reminders and ensure all labs and imaging are ready before every visit.
Lead new patient intake by coordinating tests and ensuring 100% chart readiness.
Track all pending items and close communication loops so no detail is missed.
Schedule blood draws and verify that requisitions match physician orders.
Partner with phlebotomists and labs to track specimens and resolve testing issues.
Track the lifecycle of lab results and maintain accurate medication and trend logs.
Prepare and securely transmit medical referrals and clinical documentation to specialists.
Gather outside charts and fulfill record requests following HIPAA standards.
Categorize and upload all external documents into the EMR with high precision.
Use time-blocking and organized tracking systems to stay on top of daily tasks.
Proactively identify and fix workflow bottlenecks to prevent administrative friction.
Set realistic project timelines and escalate issues that fall outside your scope.

Required Skills and Qualifications:

3+ years in one of the following:
- Patient Coordinator
- Medical Administrative Assistant
- Executive Assistant (preferred in healthcare)
- Dental or clinic office administrator
Excellent written and verbal English skills
High-speed internet and professional remote setup
Familiarity with U.S. healthcare workflows strongly preferred
Experience interacting with insurance companies and pharmacies preferred
HIPAA awareness (formal certification is a plus)

The Type of Person who will Thrive Here:

This is not a task-taker role.

We are looking for someone who:

A "Type A" personality that is highly organized and ensures no task ever falls through the cracks.
A self-starter who "figures it out" with minimal instruction, even in ambiguous situations.
Uses logic to solve complex issues independently and knows exactly when to escalate to a physician.
Empathetic and professional, with the confidence to push back on insurers and pharmacies.
Provides timely updates to the team and patients to ensure seamless care, especially before breaks.
Committed to patient privacy and maintaining perfect documentation standards under pressure.

You must care deeply about precision.

If a patient sends a long email with 7 questions, you will:

Number them
Respond to each clearly
Ensure nothing falls through the cracks
Confirm next steps

You:

Thrive in structured chaos.
Like being the person others rely on.
Gain satisfaction from preventing problems before they happen.
Care deeply about accuracy and follow-through

Work Environment:

Remote-first or hybrid environment
Variable workflow intensity (some weeks heavier than others)
Requires independent time management and ownership of schedule balance
May require occasional after-hours responsiveness (based on practice standards)

Operations Assistant - 18220