Medical Virtual Assistant – Outbound Calls & Prior Authorization

About the role

A busy Family Medicine Clinic seeks a detail‑oriented Medical Virtual Assistant to handle outbound calls, prior authorizations, claims support, and patient communication in a fast‑paced primary‑care environment.

Key responsibilities

• Medication & Refill Management: process, validate, and route prescription refill requests; communicate outcomes to patients and pharmacies; track refill queues in Athena; reconcile duplicate or pending items.
• Prior Authorization & Appeals: submit and track authorizations for chronic‑care and weight‑management meds; follow up on pending approvals; coordinate denials and additional information requests; process appeals and document updates in Athena.
• Claims Processing & Insurance Follow‑Up: assist with basic claims processing; review claim status via payer portals; follow up on denied or pending claims; document updates and route concerns to billing or clinical staff.
• Patient Communication: conduct outbound calls for reminders and updates; relay provider instructions; use HIPAA‑compliant voicemail practices; respond to patient inquiries and schedule appointments.
• Clinical Coordination: upload and organize external documents; manage discharge summaries, imaging, lab results; notify providers of urgent symptoms; request and track lab results.
• Administrative Support: maintain accurate inbox/outbox documentation; close completed tasks; report system issues; route tasks to appropriate teams.

Required profile

• Highly organized and proactive in a primary‑care setting.
• Clear communication with patients, pharmacies, providers, and insurers.
• Commitment to HIPAA‑compliant documentation and communication.

Required skills

• Athena EHR.
• CoverMyMeds.
• Evicore.