Virtual Medical Assistant Job Description
Use this template to write your virtual medical assistant job description. Copy it directly into your job posting, customize it for your practice, or skip the posting process entirely. MedVirtual has pre-trained, HIPAA-certified virtual medical assistants ready to start within 2 weeks, matched to your EHR and specialty.
TEMPLATES
Copy these into your job posting.
Job Description
We are seeking a virtual medical assistant to provide remote administrative support for our healthcare practice. The ideal candidate will handle appointment scheduling, patient intake and registration, insurance verification, prior authorization notifications, EHR documentation, prescription refill routing, and patient follow-up communication. This is a fully remote position requiring HIPAA training, proficiency in electronic health record systems, strong medical terminology knowledge, and reliable internet connectivity. The virtual medical assistant will work within our existing EHR platform and communicate with clinical staff via secure, HIPAA-compliant channels.
Key Responsibilities
- Appointment scheduling and calendar management across multiple providers
- Patient intake and registration, including new patient paperwork collection
- Insurance eligibility verification before scheduled visits
- Prior authorization notification handling and status tracking
- EHR documentation, chart updates, and clinical note formatting
- Prescription refill request routing to providers
- Patient follow-up calls and secure messages after visits
- Referral coordination with specialists and external providers
- Medical records management, including release requests and transfers
- Provider inbox management for lab results, messages, and tasks
- Billing support including charge entry and payment posting
- Appointment reminder management via text, email, and phone
- Lab and imaging result routing to appropriate providers
- Chart preparation for upcoming visits, including document review
- HIPAA-compliant patient communication across phone, portal, and messaging
Medical Assistant Skills and Qualifications
Skills and Qualifications
- HIPAA training or certification with current compliance status
- Experience with major EHR platforms: Tebra, AdvancedMD, Athena, Epic, Office Ally, or Kareo
- Strong medical terminology knowledge across common specialties
- Minimum 1 year healthcare administrative experience in a clinical setting
- Reliable internet connection (minimum 25 Mbps) and quiet home office environment
- Strong written communication skills for patient-facing messages and documentation
- Proficiency in insurance verification workflows and eligibility checking
- Ability to manage multiple provider schedules simultaneously without errors
EHR Platforms
Choose the EHR Platform you are currently using.
- Tebra
- AdvancedMD
- Athena
- Epic
- Office Ally
- Kareo
- eClinicalWorks
- DrChrono
- Practice Fusion
- NextGen
Virtual Medical Assistant vs In-Office Medical Assistant
Practice managers often ask whether a virtual medical assistant can replace an in-office employee. For most administrative functions, the virtual option delivers comparable output at significantly lower cost.
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In-Office Medical Assistant
Administrative plus physical front-desk tasks (check-in, paperwork, vitals)
Scope of Duties
Same HIPAA requirements, plus physical PHI controls
HIPAA Requriements
Supervised on-site by office manager
Supervision Model
$3,200 to $5,500/month (salary plus benefits plus overhead)
Monthly Cost
4 to 8 weeks for hiring plus training
Onboarding Timeline
Requires new hire or termination process
Scalability
MedVirtual
All administrative tasks: scheduling, EHR, insurance, patient communication
Scope of Duties
BAA signed, encrypted systems, audited access
HIPAA Requriements
Managed remotely via task systems and daily check-ins
Supervision Model
From $1,800/month (no benefits)
Monthly Cost
3 to 5 days with MedVirtual
Onboarding Timeline
Add or reduce hours with no HR process
Scalability
Skip the Job Posting Entirely
In-house medical assistant: $32,000 to $42,000/year plus benefits, plus 4 to 8 weeks to hire and onboard.
MedVirtual pre-trained virtual medical assistant: flat monthly rate starting at $1,800/month. HIPAA-trained, EHR-ready, placed in 3 to 5 days.
No HR overhead. No benefits cost. No long-term contract. Free replacement guarantee.
Trained on Tebra, AdvancedMD, Athena, Epic, and Office Ally before placement.
Virtual Medical Assistant Salary and Cost Guide
Understanding the true cost of a medical assistant helps practices make informed staffing decisions. The figures below compare in-house hiring to virtual staffing through MedVirtual.
MedVirtual Medical Assistant
N/A (monthly rate)
Annual Salary
From $1,800
Monthly Equivalent
Included
Benefits (20 to 30%)
Included in placement
Hiring and Training
None
HR and Payroll Overhead
$21,600 to $26,400
First-Year Total Cost
In-House Medical Assistant
$32,000 to $42,000
Annual Salary
$2,667 to $3,500 (salary only)
Monthly Equivalent
$6,400 to $12,600/year
Benefits (20 to 30%)
$3,000 to $5,000 (one-time)
Hiring and Training
$200 to $400/month
HR and Payroll Overhead
$44,600 to $62,000+
First-Year Total Cost
MedVirtual pricing includes HIPAA training, EHR-specific preparation, replacement guarantee, and ongoing quality oversight at no additional cost.
Related MedVirtual Roles
MedVirtual provides pre-trained, HIPAA-certified virtual staff across all healthcare administrative roles. These roles complement a virtual medical assistant and are available for immediate placement.
Medical Admin
Starts at $11/hr
Scheduling, EHR coordination, front-desk workflows, patient communication, and recall outreach for healthcare practices.
Medical Case Coordinator
Starts at $14/hr
Claims processing, payment posting, A/R follow-up, denial management, and revenue cycle support.
Medical Biller
Starts at $13/hr
Referral tracking, prior authorization, treatment plan monitoring, and multi-provider coordination.
Frequently Asked Questions
What does a virtual medical assistant do?
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Virtual Medical Assistants Ready Now
Book a free consultation today, and we will place an experienced, HIPAA-trained Virtual Medical Assistant on your team within 3 to 5 days, with no long-term contract, and if performance ever dips, we replace them at no cost to you.
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