Healthcare Administrative Virtual Assistant - Home Care Operations & Patient Support

About the Company and Role

Our client is a rapidly expanding private home care provider in the U.S., devoted to supporting seniors and individuals with healthcare needs in maintaining safety, comfort, and independence at home. The team is known for compassionate, tailored care while upholding rigorous compliance, professionalism, and excellent customer service. As growth continues, they emphasize streamlining operations and enhancing support for healthcare staff and client experiences.

Key Duties

• Support daily healthcare administrative and operational processes, including coordination of prior authorizations with physicians and providers.
• Manage 485 Certifications and Plan of Care renewals alongside Medicaid compliance documentation preparation and organization.
• Maintain and update patient files in the EMR system ensuring accuracy and adherence to HIPAA regulations.
• Track and follow up on staff credentials, licenses, TB tests, and certifications, including scheduling RN supervisory visits.
• Deliver broad virtual administrative assistance, such as maintaining digital records, preparing offer letters, coordinating interviews, conducting new hire orientations, and generating newsletters.
• Manage client interactions including answering calls professionally, routing urgent matters, providing empathetic customer service, and ensuring confidentiality.
• Conduct warm lead follow-ups by making outbound calls, scheduling appointments, and keeping CRM/EMR notes current.
• Assist with basic social media tasks and support marketing operations when needed.

Candidate Preferences

• Previous exposure to home care/home health agencies, healthcare administration, Medicaid compliance, prior authorizations, EMR/EHR systems (Generations Home Care EMR preferred), appointment scheduling, and customer phone support is highly valued.

Requirements

• Excellent spoken and written English with clear professional communication and minimal accent.
• Experience with healthcare administrative roles, including handling prior authorizations, compliance, and medical records.
• Strong phone etiquette, both inbound and warm outbound calling, with an emphasis on customer service excellence.
• Organized, detail-oriented, with capacity to multitask and manage responsibilities independently.
• Reliability, professionalism, confidentiality adherence (HIPAA compliance), and problem-solving mindset.
• Proficiency with EMR/EHR systems, DocuSign, Microsoft Office, Google Workspace, and adaptability to new technologies.
• Ability to secure NBI or local police clearance before onboarding and maintain camera-enabled participation in video meetings.
• Technical setup includes reliable computer, noise-cancelling headset, high-speed internet (minimum 25 Mbps), webcam, and quiet workspace.

Benefits and Additional Information

• Access to dedicated HR & contractor support team for guidance and contract matters.
• Optional premium VPN license for secure client work.
• Provided HIPAA and cybersecurity training and certification to handle protected health information confidently.
• Specialized training aimed at enhancing virtual assistant performance and client retention.
• Observance of client-approved U.S. holidays and possible paid or unpaid time off as granted by client.
• Availability of templates, workflow guides, SOPs, and productivity tools for optimal task execution.
• Potential performance-based incentives including bonuses and increased hours.

Note: These perks are optional and serve as allowances for independent contractors rather than employee benefits.