Family Medicine Patient Support

This is a remote position.

We are looking for a reliable, patient-focused Healthcare Virtual Assistant to support a growing family medicine practice. The role involves managing patient scheduling, registration, medical records, and inbox communications, primarily through athenahealth.

The ideal candidate has strong spoken and written English skills, a warm and professional phone manner, and experience with clinical workflows. They must be comfortable reviewing medical records, entering diagnoses, and handling medication refill requests according to established protocols. A nursing background is not required, but prior clinical exposure is essential.

Core Responsibilities

Scheduling and Patient Intake

• Register new patients
• Schedule new patients (primarily via text)
• Check RTO ticklers
• Cancel old appointment ticklers when patients have appointments
• Send texts to vaccine clinic patients (appointment invitations and confirmations)
• Schedule interpreters as needed (through online portals)

Medical Records and Referrals

• Handle medical records requests
• Send medical records requests to other clinics for new patients
• Follow up on referrals (contacting specialty offices for copies of notes)
• Follow up on imaging authorizations and send to imaging facilities

Review the outside medical records that new patients send ahead of their visit, and enter the patient’s documented diagnoses, problem list, surgical history, and social history into their Athena chart. When Athena offers several coded matches for the same condition (for example, essential versus benign hypertension), select the entry that matches the outside record, and flag anything unclear to a clinician rather than guessing

Redirect results from Samaritan patients back to Samaritan

Call to request notes from the ER

Inbox and Clinical Support

• Prep doctors’ notes (following written protocol)
• Handle prescription refill requests in the inbox (following written protocol)
• Label faxed lab results (such as those from Salem Health)
• Review, delete, and forward files in the spam and practice folders of the Athena inbox
• Check ER notification reports from Salem Hospital and Moda and send to individual doctors

Immunizations and Authorizations

Enter historical immunizations into ImmAlert (state vaccine registry)

Fill out prior authorization requests on CoverMyMeds

Insurance and Reporting

Handle insurance quarterly provider roster updates

Manage Athena reports for the doctor dashboard and performance tracking

Executive and Administrative Support (Limited)

Executive assistant tasks such as making or canceling personal appointments and similar, limited to under 10% of total time

Systems the VA will use

athenahealth (EHR), primary environment, used daily

• Spruce (secure patient messaging and text)
• CoverMyMeds (prior authorizations)
• ImmAlert (Oregon state vaccine registry)
• Online interpreter portals
• Practice fax system

Requirements

Minimum two years in healthcare administration, medical reception, or a medical VA role

Comfortable working with clinical content, including reading medical records, entering diagnoses, and applying written refill protocols; a nursing background is not required, but hands-on clinical exposure (nurse, medical scribe, charting or medical records specialist, or clinical VA) is strongly preferred over a purely front-desk or insurance-verification background

Family or general practice experience preferred; behavioral health, pediatrics, or specialty administrative experience can translate

• Prior athenahealth experience strongly preferred
• Confident with patient-facing phone and text communication
• Reliable high-speed internet and a quiet, private workspace

• Schedule and logistics
• 20 hours per week
• Pacific time zone coverage

Benefits

Compensation & Payments

• Competitive hourly rate
• On-time payments, every time
• Payments processed via Wise

• Training & Support
• Direct client training provided — you are never thrown in blind
• Dedicated Account Manager as your point of contact
• Stable, long-term placement with a growing U.S.-based company
• Exposure to a wide range of modern SaaS platforms
• Potential for increased responsibilities as the company scales
• Tenure recognition for long-term team members
• Clear escalation paths — you always know who to go to

Work Environment

• 100% remote — work from home
• U.S.-based company with structured operations
• Stable, long-term account placements (not gig-style work)
• Supportive team culture across all accounts
• Growth & Experience
• Build your U.S. industry experience
• Exposure to multiple practice types and platforms
• Potential for increased hours or additional accounts based on performance
• Strengthen your resume with verified, legitimate U.S. client experience

• Recognition
• Tenure recognition for long-term team members
• We value loyalty and recognize those who grow with us