Medical Practice Virtual Assistant - Dermatology

We are currently recruiting a polished, high-trust Medical Practice Virtual Assistant on behalf of a boutique, cash-only dermatology practice in Manhattan specializing exclusively in complex nail disorders and aesthetics.

Our client operates an ultra-exclusive clinic model, seeing patients just two days per month. Due to this specialized focus and limited calendar availability, patient demand is exceptionally high. They are seeking a proactive remote partner to manage high-volume inbound inquiries, maintain strict scheduling workflows, handle billing, and oversee digital operations. By taking complete ownership of the administrative engine, you will ensure patients receive a five-star, white-glove experience while keeping daily operations seamless and fully HIPAA-compliant.

Responsibilities

• Inbound Triage & Patient Onboarding: Manage approximately 30 calls and digital touchpoints daily via the Spruce communication app. Articulate the practice’s cash-only fee structure, explain visit formats, and set clear expectations with prospective patients.

• EMR Scheduling & Upfront Payment Processing: Coordinate patient appointments inside the EDVAC EMR. Enforce the practice's advance payment policy (full payment required to secure spots) and manage the strict one-time reschedule workflow to prevent lost clinical time.

• Superbill Creation & Delivery: Generate and issue accurate, itemized superbills with appropriate diagnostic and procedural codes for patients submitting out-of-network claims to private insurance.

• Clinical Administrative Coordination: Organize incoming patient photo submissions, log prescription refill requests for physician review, and maintain a tracking pipeline for laboratory and pathology test results.

• Waitlist & Pipeline Management: Maintain an agile priority cancellation list to ensure clinical calendar slots remain at 100% capacity on active clinic days.

What We Are Looking For

• HIPAA & Compliance Discipline: Strict adherence to patient privacy and security protocols. Experience working within a secure, remote virtual desktop environment is strongly preferred.

• Healthcare EMR & Telephony Experience: Practical background using cloud medical software (EDVAC or comparable EMRs) and modern clinical communication platforms (such as Spruce Health).

• High-End Patient Service: Exceptional verbal and written communication skills with the emotional intelligence and poise required to handle high-demand, affluent clientele.

• Firm Boundary Enforcement: Comfort navigating fee discussions, clarifying out-of-network/cash-only policies, and respectfully enforcing cancellation and rescheduling rules without escalating friction.

• Independent Execution: High autonomy, strong organizational skills, and a reliable track record of managing daily administrative tasks without constant direct supervision.