Part-time Medical Records & Charting Virtual Assistant

Role overview

This opportunity is for a meticulous Medical Records & Charting Virtual Assistant to support a busy medical aesthetics clinic in keeping patient records accurate, complete, and submitted on schedule. The practice serves patients with a premium, personalized approach and offers services such as injectables, skin rejuvenation, laser procedures, wellness care, and medical weight management, with a strong emphasis on safety, documentation quality, and patient confidentiality.

The position suits someone who performs well in a fast-moving healthcare setting, is comfortable working with digital medical systems, and understands the importance of HIPAA-compliant handling of patient information.

Core duties

• Place edited patient images into Moxie EHR while keeping records precise and compliant with privacy standards.
• Use the practice’s RX application to remove photo backgrounds and prepare patient images for charting.
• Transfer AI-created clinical notes from ScrapScriber into the correct patient files.
• Make sure charts, photos, and notes are fully complete, correctly attached, and filed under the proper medical record.
• Finish charting within 24 hours of each patient visit.
• Protect the confidentiality and integrity of all medical records at all times.
• Work across RX App, Moxie Electronic Health Records, and ScrapScriber to complete daily tasks.
• Reduce the administrative burden on the operations team by keeping documentation flowing smoothly.

Qualifications and needs

• Prior work experience in a medical, clinical, or healthcare setting.
• Experience with electronic health record systems; familiarity with Moxie is considered an advantage.
• Solid knowledge of HIPAA rules and patient privacy requirements.
• Background in handling medical documents and patient files.
• Ability to edit images, especially by removing backgrounds.
• Strong accuracy, organization, and attention to detail.
• Comfort working under firm deadlines.
• Good computer skills and the ability to learn new software quickly.
• Ability to juggle several platforms and tasks at once.
• Strong written and verbal communication skills, plus good time management.
• Experience with a medical spa, aesthetics clinic, or cosmetic practice is strongly preferred.
• Availability to work only for this practice during scheduled work hours.

Performance expectations

• Keep chart completion at 100% within the required 24-hour window.
• Upload and edit photos accurately and attach them to the right patient charts.
• Enter documentation and notes with very few errors.
• Maintain full HIPAA compliance and strict confidentiality.
• Help the operations team spend less time on charting so they can focus on higher-priority work.

Basic requirements

• Excellent spoken and written English is required.
• Relevant work experience is necessary.
• Able to provide NBI clearance and/or local police clearance before onboarding; this is mandatory.
• Must be available for video meetings with the camera turned on when needed.

Technical setup

• Reliable laptop or desktop computer.
• Stable high-speed internet connection with at least 25 Mbps speed.
• Noise-canceling headset.
• Webcam for virtual meetings.
• Quiet and professional workspace.

Perks and support

• Access to a dedicated HR and contractor support team for guidance, contract help, and client communication.
• Optional premium VPN access for added privacy and security.
• HIPAA and cybersecurity training with certification provided internally.
• Training focused on high-performance virtual assistant skills, communication, productivity, and client retention.
• Client-approved U.S. holidays may be taken off, depending on client needs and scheduling.
• Client-approved paid or unpaid time off may be granted at the client’s discretion.
• Templates, workflow references, productivity tools, and client-specific SOP support are available.
• Performance-based bonuses, incentives, or additional hours may be offered by some clients.

Contractor note

The support, training, allowances, and time-off options described above are optional contractor-related resources and are not employee benefits.