About the job Medical Scribing, Patient Support & Practice Administration
Medical Scribing, Patient Support & Practice Administration
Part-Time | Menopause Medicine | 30 Hours/Week | $6/Hour
Schedule: Monday to Friday, approximately 9:00 AM to 3:00 PM
About the Role
We are seeking a highly organized, detail-oriented, and compassionate Virtual Medical Assistant (VMA) to support a boutique medical practice specializing in menopause medicine.
This is a low-volume, high-touch practice where patient consultations are highly personalized and may last approximately 1 to 1.5 hours. The VMA will work closely with the physician to support live clinical documentation, patient communication, scheduling, payments, and day-to-day administrative workflows.
The ideal candidate is an experienced medical scribe who communicates professionally with patients, follows structured processes accurately, and can become a dependable extension of the physician and practice.
Key Responsibilities
1. Live Medical Scribing & Clinical Documentation
Perform live medical scribing during detailed patient consultations and accurately document patient responses, symptoms, severity ratings, and relevant clinical information using established EMR templates.
Pre-populate intake and follow-up templates before appointments by reviewing previous patient documentation and preparing relevant historical information for the physician.
Become proficient in the practice's three primary visit workflows: Initial Intake/Consultation, Lab Follow-up, and Regular Follow-up.
Maintain concise, organized, and accurate documentation that follows the physician's established templates and documentation preferences.
2. Patient Communication & Scheduling
Manage incoming and outgoing patient communication through phone, text, and email while providing a warm, polished, and professional patient experience.
Conduct structured pre-screening calls with prospective patients, explain the practice's cash-pay model, and gather relevant information before scheduling.
Schedule, reschedule, and confirm appointments while managing reminder sequences to help reduce cancellations and no-shows.
Send patient education materials, forms, medication reminders, and next-step instructions based on established practice workflows.
3. Payments & Administrative Support
Coordinate upfront patient payments approximately 1 to 2 weeks before scheduled appointments according to the practice's payment policies.
Clearly and professionally communicate payment expectations and assist with occasional special payment arrangements based on the physician's instructions.
Maintain accurate records of payment-related communication, outstanding follow-ups, and administrative action items.
Support additional administrative workflows and established practice SOPs as responsibilities evolve.
4. Lab Results & Document Management
Access designated external laboratory portals to retrieve available patient laboratory results.
Download and accurately upload laboratory reports and other required documents into the appropriate patient record in the EMR.
Ensure patient documents are properly organized, filed, and available to the physician before scheduled appointments when needed.
Maintain strict confidentiality and follow HIPAA, information-security, and practice compliance requirements when handling patient information.
Required Qualifications
Minimum 1 year of experience supporting a US-based healthcare practice.
Proven experience with live medical scribing and documenting patient encounters using structured or customized EMR templates.
Excellent verbal and written English communication with the confidence to communicate directly with patients.
Strong listening skills, attention to detail, and ability to accurately document information during live consultations.
Strong organizational, follow-up, and time-management skills.
Comfortable handling appointment scheduling, patient outreach, and payment-related conversations.
Ability to learn physician-specific workflows, documentation preferences, and standard operating procedures.
Reliable availability for a dedicated 30-hour-per-week schedule.
Nice to Have
Experience using Practice Fusion.
Clinical background in nursing, medicine, or another healthcare profession.
Experience in women's health, gynecology, endocrinology, hormone management, or a related specialty.
Experience with patient intake, pre-screening, outbound outreach, or patient lead conversion.
Experience accessing laboratory portals and managing EMR document uploads.
Experience supporting a boutique, concierge, cash-pay, or other high-touch medical practice.
Tools & Systems
Practice Fusion EMR
Business Phone / VoIP System
SMS and Patient Communication Tools
External Laboratory Portals
Email and Scheduling Platforms
Private Secure Network
Productivity Tracking Software
HIPAA Training and Compliance Systems
Ideal Candidate Profile
The ideal candidate is a detail-oriented and experienced Virtual Medical Assistant with strong live medical scribing skills who can confidently support both clinical documentation and patient-facing administrative workflows.
You should be comfortable working closely with a physician in a highly personalized practice, accurately following established templates and workflows, and communicating with patients in a warm, polished, and professional manner. You are proactive, organized, dependable, and able to learn physician-specific preferences quickly while maintaining accuracy, confidentiality, and consistency in everything you do.