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Winning Assistants LLC
Winning Assistants LLC
51 – 200 Employees
ConsultingLogisticsMarketing
Winning Assistants LLC is a staffing and recruiting company that connects doctors, healthcare professionals, and business owners with skilled virtual assistants from a global talent pool. Its HIPAA-compliant support services cover administrative work, medical office management, marketing, and customer service, helping clients streamline daily operations, control costs, and dedicate more time to business growth.
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Medical Virtual Assistant - Billing and Practice Operations

Medical Virtual Assistant supporting a therapy and healthcare practice with insurance claims, billing reconciliation, EMR administration, and daily practice operations. The remote Philippines-based role also includes insurance follow-up, phone support, KPI tracking, and HR administration.

PHPhilippines
$10,400 – $12,480 / year
RemoteFull-timeMiddleSeniorEnglish RequiredExecutive Assistant

Description

  • Pursue unpaid, denied, delayed, or missing primary and secondary insurance claims.
  • Research denial causes, missing details, and processing obstacles, then resolve issues and assist with manual resubmissions.
  • Review and release claims in line with established workflows.
  • Prepare and review weekly, twice-monthly, and monthly billing reports.
  • Validate figures, reconcile variances, and update records with reconciled information.
  • Maintain patient and administrative records in HelloNote.
  • Follow up on Plans of Care, signed records, insurance verification, and prior authorizations.
  • Monitor expired Plans of Care, authorizations, active cases, draft notes, and other administrative requirements.
  • Manage and route inbound and outbound calls using the Virtual Marketing Mastery phone platform.
  • Communicate professionally with patients and escalate concerns when appropriate.
  • Monitor referrals, visits, cancellation rates, cash balance, growth, revenue, expenses, and profit.
  • Contribute to recurring operational reporting and administrative compliance activities.
  • Support onboarding for therapists and student interns.
  • Maintain employee files, documentation, policies, procedures, and HR compliance records.
  • Handle routine administrative and office management responsibilities.
  • Take on social media, marketing, or content creation work after consistently meeting quality expectations in core duties.

Requirements

  • Demonstrated experience managing medical billing and claim denials, including unpaid, rejected, delayed, or unresolved insurance claims.
  • Experience diagnosing denial causes or missing information, resolving claim issues, supporting manual resubmissions, and working with primary and secondary insurance claims.
  • Professional experience with billing reconciliation.
  • Prior EMR or EHR experience and the ability to learn HelloNote quickly.
  • Experience using a CRM system.
  • Experience with insurance authorizations, including verification and prior authorization follow-up.
  • Background in healthcare administration.
  • Experience providing phone support.
  • Strong spoken and written English communication skills.
  • Relevant professional experience.
  • NBI Clearance and/or Local Police Clearance must be provided before onboarding.
  • Availability to attend required video meetings with the camera enabled.
  • Reliable laptop or desktop computer.
  • Stable high-speed internet connection of at least 25 Mbps.
  • Noise-canceling headset.
  • Functional webcam.
  • Quiet, professional home work environment.
  • Experience following up on Plans of Care is preferred.
  • OT, PT, or therapy practice experience is preferred but not required.
  • Experience with KPI tracking or reporting is preferred.
  • HR onboarding or practice operations experience is preferred.
  • Social media, marketing, or basic content creation experience is an advantage.

Benefits

  • Dedicated HR and Contractor Support Team for guidance, questions, contract matters, and client communications.
  • Optional premium VPN license to support privacy and security during client-related work.
  • Provided HIPAA compliance and cybersecurity training with certification.
  • Top 1% VA performance training covering communication, client management, productivity systems, and professional best practices.
  • Client-approved U.S. holidays may be taken off based on the client’s schedule and needs.
  • Client-approved paid or unpaid time off may be available; paid leave is optional and depends on the client.
  • Access to templates, workflow documentation, productivity tools, and client-specific standard operating procedure support.
  • Some clients may provide performance-based bonuses, incentives, or additional hours.
  • Required work resources include a reliable computer, high-speed internet, noise-canceling headset, working webcam, and quiet professional workspace.

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