We are seeking a highly organized, dependable, and detail-oriented Medical Virtual Assistant – Administrative & Patient Support to join the patient services team at 417 Sports Medicine. Working remotely for this busy orthopedic and sports medicine practice in Springfield, Missouri, you will connect patients, the front office, the clinical team and outside healthcare facilities, keeping every step of the patient's care on track.
We are looking for someone with at least 2 years of healthcare administrative experience, a strong understanding of orthopedic workflows and prior authorizations for diagnostic imaging (MRI, CT, X-ray), and clear, fluent English with a neutral accent. Using AdvancedMD, you will handle a high volume of incoming and outgoing calls, schedule patient visits, obtain prior authorizations, send specialty referrals and manage the practice's general email inbox, working independently and with great attention to detail.
Working Environment & Core Schedule
Top 3 Daily Tasks
1. Patient Calls & Phone Support: Answer incoming patient calls, make follow-up calls to patients and insurance companies with clear communication, direct clinical questions to the providers, and work through daily voicemails.
2. Insurance Prior Authorizations: Start, submit, follow up on and close out prior authorization requests for diagnostic imaging (MRI, CT, X-ray) and orthopedic procedures through commercial insurance portals so patient care is not delayed.
3. Scheduling & Care Coordination: Book, reschedule and confirm patient visits in AdvancedMD, and prepare and send specialty referrals to outside physical therapy providers and imaging centers.
Core Responsibilities
* Phone Handling & Patient Triage: Take incoming calls professionally, answer non-clinical questions about appointments and office policies, and send clinical concerns to the medical staff.
* Prior Authorization Management: Gather clinical notes, work through insurance portals, secure authorization numbers, monitor expiration dates and record every outcome in AdvancedMD.
* Specialty Referral Coordination: Prepare, send and track outgoing referrals for physical therapy, diagnostic imaging and outside specialist visits, and confirm the receiving facility got them.
* Appointment Scheduling: Schedule new patient and follow-up visits following clinical protocols, keep provider calendars balanced and update patient demographics.
* Email Inbox & Admin Support: Monitor the practice's general email inbox, reply quickly to administrative questions and keep all email correspondence organized.
Requirements
Preferred Qualifications
Coordinate patient communications, orthopedic scheduling, diagnostic imaging authorizations, and specialty referrals while maintaining accurate records and routing clinical concerns to medical staff.
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Manage bilingual patient communications and front-desk operations for a facial plastic surgery and ENT practice, including scheduling, insurance eligibility checks, patient records, and administrative support.
Coordinate front-desk operations for a medical practice, including patient scheduling and intake, insurance verification, prior authorizations, and accurate updates to electronic medical records.
