Healthcare Administrative Support Specialist - Fax & Order Processing

Job Description

Job Title: Healthcare Administrative Support Specialist – Fax & Order Processing

Position Type: Full-time

Work Hours: 9:00 AM – 5:00 PM EST

Work Days: Monday – Friday

Salary: $5 – $6 per hour (depending on experience)

Job Code: TSA-RISH

Workplace: Remote

Preferred Candidate Location: Philippines or Latin America

About Our Client

Our client has a healthcare practice seeking a reliable, detail-oriented, full-time Virtual Assistant to support a variety of high-impact administrative and clinical tasks. This role is ideal for someone with strong organizational skills, familiarity with healthcare workflows, and the ability to stay focused in a fast-paced, task-heavy environment.

You’ll work closely with our onsite practice manager and medical assistant, stepping in when support is needed for urgent care and routine admin operations. Most tasks will center on processing large volumes of documents, assisting with electronic orders, handling inbound calls during peak times, and helping with internal tracking spreadsheets and inbox summaries.

Core Responsibilities

• Process high volumes of incoming faxes via Doximity
• Review, organize, and support electronic order signing (urgent care + nursing facilities)
• Provide administrative support to offload the onsite practice manager
• Manage and monitor the practice's email inbox (360 Healthcare)
• Deliver daily task summaries: completed work, pending items, and next steps
• Provide phone coverage during business hours (via VoIP) when the medical assistant is unavailable
• Help maintain tracking spreadsheets: patient visit history, tasks, and follow-up appointments
• Check online calendars and portals for patient updates and appointment statuses

Requirements

Experience Requirements

• Medical education/license: Not required
• Previous virtual assistant experience: Strongly preferred
• Healthcare admin background: Required
• Medical license (RN, LPN, etc.): Not required, but understanding of medical terminology is essential

Required Skills & Tools

• Familiarity with healthcare administrative tasks, such as fax processing and order documentation
• Experience with Doximity (preferred)
• EHR/EMR knowledge – DrChrono preferred; PointClickCare experience is a plus
• Proficiency in Microsoft Excel and Word
• Strong spoken and written English communication
• Detail-oriented and highly organized when working with sensitive patient documents
• Able to multitask and adjust priorities as tasks come from multiple directions
• Comfortable working with VoIP systems (Comcast, RingCentral, etc.)

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.