Client Overview

Our client is a growing, U.S.-based independent primary care and geriatric medicine practice located in Newark, Delaware. They are dedicated to delivering patient-centered care and high-quality medical management, supported by organized administrative workflows and seamless virtual receptionist operations.

Job Description

We are seeking an experienced, highly organized Medical Virtual Receptionist (Primary Care & Geriatric Medicine) to support the daily front-office operations of a U.S. primary care practice. In this role, you will handle patient communications, appointment scheduling, EHR chart updates, fax routing, prescription refills, prior authorizations, and insurance eligibility verifications. Working independently with tools like Charm Health, Spruce VOIP, and CoverMyMeds, you will maintain HIPAA compliance and streamline administrative tasks to ensure exceptional care coordination.

Schedule

• Monday – Friday, 9:00 AM – 6:00 PM EST, 35 hours or more per week

Responsibilities

• Patient Communication & Scheduling: Answer inbound calls via Spruce VOIP; schedule, confirm, and reschedule appointments in Charm Health; respond to voicemails and nonclinical inquiries; assist new patients with intake forms; follow up on missed appointments.
• EHR & Administrative Support: Monitor incoming faxes, upload documents to Charm Health patient charts, route provider tasks for clinical questions, process medical records requests, and document all patient communications accurately.
• Medication & Prior Authorization Coordination: Receive and route prescription refill requests; initiate and track medication prior authorizations via CoverMyMeds; communicate approval statuses to pharmacies and patients.
• Insurance & Care Coordination: Verify patient insurance eligibility, benefits, and PCP assignments; coordinate specialist referrals and diagnostic appointments; track outstanding medical records and reports.
• Workflow & Daily Reporting: Prioritize administrative tasks based on urgency; maintain an organized tracker for unresolved requests; submit a daily summary of completed activities and pending issues to the provider.
• Patient Safety & HIPAA Compliance: Strictly adhere to HIPAA privacy guidelines, verify patient identity before releasing information, and immediately escalate clinical/emergent calls without providing unauthorized medical advice.

Must-Have Requirements

• U.S. Healthcare Experience: Previous experience as a U.S. medical receptionist, patient coordinator, or healthcare virtual assistant.
• Industry Knowledge: Strong familiarity with U.S. healthcare terminology, insurance processes, and patient scheduling protocols.
• Communication Skills: Excellent spoken and written English with a professional, compassionate tone for patient interactions.
• Technical & Administrative Aptitude: Ability to multitask, manage EHR workflows independently, follow established procedures, and maintain high accuracy.
• Compliance: Mandatory HIPAA privacy and security training prior to handling protected health information (PHI).

Nice-to-Have Requirements

• Direct experience using Charm Health EHR and Spruce VOIP.
• Hands-on experience with CoverMyMeds, medical referrals, and insurance eligibility portals.
• Experience supporting a small, independently owned U.S. primary care or geriatric medicine practice.

Performance Expectations & Success Metrics

• Timely handling of incoming calls, voicemails, and patient messages.
• Same-business-day routing of routine prescription refills and clinical messages.
• Accurate appointment scheduling, fax indexing, and error-free intake processing.
• Prompt processing and meticulous tracking of prior authorizations and referrals.
• Strict adherence to HIPAA, safety protocols, and daily summary reporting.

Why Join This Team

• Fully remote arrangement aligned with standard U.S. East Coast medical practice hours
• Collaborative role with high ownership over day-to-day healthcare administrative workflows
• Work directly with a supportive primary care team dedicated to patient health and well-being
• Stable, ongoing position supporting a well-managed independent medical practice

Independent Contractor Perks

• Health insurance coverage for eligible locations
• Permanent work from home
• Immediate hiring

Note

• Please click the "Apply" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

One application, multiple possibilities: When you apply, our team reviews your background against all current openings, not just this one! If a different role fits your skills, we'll get in touch! We also encourage you to keep exploring our job board and apply directly to any position that excites you.