Healthcare Administrative Virtual Assistant – Home Care Ops, Patient Support

Role Overview

• Assist with daily healthcare administrative and operational tasks.
• Coordinate prior authorization documentation with physicians and healthcare providers.
• Manage 485 Certifications and Plan of Care (POC) renewals.
• Prepare, organize, and maintain Medicaid compliance documentation.
• Upload, organize, and maintain patient documentation within the EMR system.
• Track staff licenses, TB tests, certifications, and credential expiration dates.
• Follow up with nursing staff regarding expiring documents and required renewals.
• Schedule supervisory visits with RN supervisors.
• Ensure documentation remains organized, accurate, and HIPAA compliant.
• Provide general virtual administrative support across multiple departments.
• Organize and maintain digital files and company documentation.
• Prepare and distribute offer letters through DocuSign.
• Assist with interview scheduling and coordination.
• Conduct virtual orientation sessions for newly hired employees.
• Generate and distribute company newsletters.
• Track client birthdays and send personalized birthday greetings.
• Recommend workflow improvements and support process optimization initiatives.
• Perform additional administrative and operational tasks as assigned.
• Answer inbound phone calls professionally and route urgent concerns appropriately.
• Provide dependable phone coverage during business hours and support after-hours coverage as the business grows.
• Deliver exceptional customer service while maintaining professionalism and empathy.
• Handle confidential information while adhering to HIPAA standards.
• Make warm outbound calls to prospective clients and marketing leads.
• Follow up with interested prospects and nurture relationships.
• Schedule appointments and discovery calls for qualified leads.
• Manage appointment reminders and ongoing lead follow-up.
• Maintain accurate notes and updates within the CRM/EMR system.
• Assist with basic social media posting and audience engagement.
• Support the team with additional marketing-related administrative tasks as needed.

Requirements

• Excellent verbal and written English communication skills with a clear, professional speaking voice and minimal accent.
• Previous experience in a home care agency, healthcare office, or healthcare administrative environment is highly preferred.
• Experience handling healthcare administrative tasks, including:
• Prior authorizations
• Compliance documentation
• Medical records
• Healthcare operations
• Professional and confident phone etiquette for both inbound and warm outbound calls.
• Comfortable scheduling appointments, following up with leads, and providing excellent customer service.
• Strong organizational, multitasking, and time management skills.
• Exceptional attention to detail and documentation accuracy.
• Self-motivated and able to manage recurring responsibilities with minimal supervision.
• Reliable, dependable, and committed to long-term employment.
• Able to thrive in a fast-paced and growing healthcare environment.
• Strong problem-solving skills with the ability to recommend process improvements.
• Ability to maintain confidentiality and comply with HIPAA requirements.
• Positive, personable, collaborative, and customer-focused attitude.
• High level of professionalism, accountability, and follow-through.
• Experience using EMR/EHR systems (experience with Generations Home Care EMR is a strong advantage).
• Ability to quickly learn new software platforms and internal systems.
• Comfortable using DocuSign, Microsoft Office, Google Workspace, and other administrative tools.
• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.
• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.