Healthcare Operations Virtual Assistant - Freelance, Remote

About the ClientA medical billing and credentialing firm that supports independent healthcare and dental practices. Founded by an experienced medical/dental billing professional, the company provides billing, provider credentialing, and business consulting to help small practices grow and operate more profitably. They focus on reliable, detail-oriented operational support that protects patient confidentiality and improves back-office efficiency.Why does this role exist?This role exists to offload routine but mission-critical healthcare operations from the owner and core team so they can focus on higher-value business development and client strategy. The assistant will own onboarding, credentialing follow-up, invoicing, and multi-channel communications to reduce owner time spent on reminders and manual invoicing tasks.

The hire is intended to create consistent, documented workflows that increase accuracy, speed up billing cycles, and improve overall confidentiality and delegation.The Impact you’ll makeClient onboarding & credentialingSend client/provider contracts and collect signatures.Invite new clients/providers into Modio and ensure onboarding checklists are completed.Collect malpractice, license, insurance panel documents and follow up on missing items.Track and proactively chase credentialing status and payer paneling until completion.Billing & accounts receivablePrepare and send invoices using FreshBooks; follow up on outstanding payments via phone, SMS, and email.Run/export reports from EMRs and FreshBooks to compile monthly invoices and supporting PDFs/Excel files.Reduce the time required for monthly invoicing and owner follow-ups.Reporting, data management & accuracyExport and compile reports from EMRs (AdvancedMD, Theranest, IKINOS) and deliver reconciled Excel/PDF reports.Ensure accurate data entry into systems and maintain SOPs to minimize errors and rework.Maintain organized records of credentials, provider documents, and invoicing history.Communications consolidation & follow-upConsolidate multichannel messaging (Slack, SMS, WhatsApp, Signal, Google Chat) and document key conversations in the primary platforms.Make phone calls and perform email/SMS follow-ups to chase outstanding items and confirm next steps.Set reminders, update task management boards (Monday), and proactively nudge stakeholders to prevent delays.Compliance & operational SOPsMaintain strict confidentiality and adhere to HIPAA requirements (certified or willing to become certified).Follow established SOPs and support creation/improvement of workflows to reduce owner oversight.Use Zapier or similar tools to automate repetitive follow-ups and message consolidation where appropriate.Skills, Knowledge and ExpertiseRequired:HIPAA-certified or willing to complete HIPAA certification prior to handling PHI.Experience supporting medical billing/credentialing or healthcare back-office operations.Proficiency with FreshBooks and exporting reports from EMR systems (or demonstrated ability to learn EMR report exports quickly).Strong Excel skills (report compilation, basic formulas, exporting/formatting) and accurate data-entry track record.Confident verbal English communication and phone skills; Available full-time M–F 9 AM–5 PM EST (40 hours/week).WFH Set-Up:Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.Internet speed of at least 40MBPSHeadset with an extended mic that has noise cancellation and a webcamBack-up computer and internet connectionQuiet, dedicated workspace at homeYour Superpowers:Technical Skills:FreshBooks, Modio familiarity or willingness to learn quickly.Experience with EMRs (AdvancedMD, Theranest, IKINOS) or similar systems.Excel (report export/compile), Google Workspace, Slack, Monday.com, Zapier, PDF handling.Comfortable using WhatsApp, Signal, SMS, and Google Chat for client communications.Soft skillsHighly organized, detail-oriented, and process-driven.Proactive follow-up mindset and ability to work with minimal supervision.Discreet, trustworthy, and committed to confidentiality/HIPAA compliance.Strong phone presence and clear verbal/written English.Reliable, punctual, and able to adhere to SOPs and escalation paths.You should apply if...You are motivated to own onboarding, invoicing, and credentialing workflows end-to-end.You take pride in accuracy, follow-through, and improving processes.You’re comfortable making outbound calls to providers/clients and nudging stakeholders.You value confidentiality and are trusted to handle sensitive healthcare information.You can work full-time M–F 9–5 EST and are open to occasional flexibility for time-zone needs.What to expect...Work Setup:Remote positionMust have a reliable internet connection and a quiet workspaceRequired to provide own computer with Intel Core i5 or something similar or higher operating systemWorking Hours:40 hours per weekMonday - Friday, 9:00 AM–5:00 PM Eastern TimeCompensation:$6 per hourNo benefits package includedBenefitsOriginally posted on Himalayas