Virtual Medical Office Manager

Vintti is a specialized staffing agency that believes diversity is the catalyst for innovation. We connect US-based SMBs, startups, and firms with exceptional talent from Latin America, fostering a rich tapestry of cultural perspectives within American businesses. Our unique position allows us to handpick professionals who not only possess the required skills but also bring fresh ideas and global insights to the table. Vintti's services go beyond filling positions; we enrich company cultures and expand business horizons on an international scale.

A Virtual Medical Office Manager plays a crucial role in ensuring the efficient operation of healthcare practices from remote locations. This role involves managing administrative tasks such as scheduling appointments, maintaining patient records, handling billing and insurance claims, and coordinating communication between patients and medical staff. By leveraging virtual tools, a Virtual Medical Office Manager ensures seamless workflow, enhances patient experience, and supports healthcare providers in delivering quality care. This position demands excellent organizational skills, attention to detail, and proficiency with healthcare management software.

- Bachelor's degree in Healthcare Administration, Business Administration, or a related field
- Minimum of 3-5 years of experience in medical office management or a similar role
- Proficiency with Electronic Health Records (EHR) systems
- Strong knowledge of medical billing and coding procedures
- Experience with insurance claims processing and coordination
- Excellent organizational and multitasking abilities
- Effective communication skills, both verbal and written
- Proficiency in using telehealth platforms and other healthcare communication tools
- Ability to supervise, train, and manage administrative staff
- Strong problem-solving skills and attention to detail
- Familiarity with healthcare regulations, including HIPAA compliance
- Competence in handling patient payments and billing queries
- Ability to monitor and manage office budgets and expenses
- Experience in scheduling patient appointments and staff shifts
- Proficiency with office software, including MS Office and practice management software
- Ability to generate and analyze office performance reports
- Competence in developing and implementing office policies and procedures
- Basic knowledge of IT troubleshooting and coordination with IT support
- Experience in managing inventory of medical supplies and office materials
- Ability to maintain and update the practice’s website and social media profiles
- Strong interpersonal skills to address and resolve patient complaints and concerns
- Experience coordinating with external partners such as labs, hospitals, and clinics
- Ability to ensure secure handling of sensitive patient information

- Manage and update patient records and EHR systems
- Schedule patient appointments and manage calendar for multiple healthcare providers
- Handle patient communication via phone, email, and telehealth platforms
- Process insurance claims and coordinate with insurance companies for billing
- Supervise and train administrative staff and office personnel
- Monitor office budgets, expenses, and invoicing
- Ensure compliance with healthcare regulations and industry standards
- Process and verify patient payments and handle billing queries
- Coordinate with medical suppliers and manage inventory
- Prepare and distribute staff schedules and ensure coverage for all shifts
- Generate reports on office performance, patient flow, and financial metrics
- Address and resolve patient complaints and concerns
- Facilitate staff meetings and training sessions
- Develop and implement office policies and procedures
- Work closely with healthcare providers to optimize patient services
- Oversee the maintenance and functionality of office equipment and technology
- Manage and update the practice’s website and social media profiles
- Coordinate with IT support to troubleshoot technical issues
- Ensure secure handling of sensitive patient information in compliance with HIPAA regulations
- Coordinate with external partners such as labs, referral hospitals, and specialty clinics

The ideal candidate for the role of Virtual Medical Office Manager will hold a Bachelor's degree in Healthcare Administration, Business Administration, or a related field and possess a minimum of 3-5 years of robust experience in medical office management. Demonstrating exceptional proficiency with Electronic Health Records (EHR) systems, the candidate will have a strong understanding of medical billing, coding procedures, and insurance claims processing. With excellent organizational and multitasking abilities, they will excel in managing patient appointments, staff schedules, and office budgets. The ideal candidate is an effective communicator, both verbally and in writing, with substantial experience in supervising and training administrative staff. They are technologically adept, comfortable using telehealth platforms, and possess a basic knowledge of IT troubleshooting. Familiar with healthcare regulations including HIPAA compliance, they carry a strong ethical commitment to securely handle sensitive patient information. Financially savvy, they can manage office expenses and generate performance reports. This candidate stands out with their strong leadership, problem-solving ability, empathetic patient-focused approach, and a proactive, adaptable attitude to handle fast-paced environments. Demonstrating resourcefulness, innovation, and a collaborative spirit, they possess the emotional intelligence to address and resolve patient concerns effectively. Their dedication to continuous professional development, coupled with their energetic positive attitude, makes them reliable, consistent, and an ideal candidate for ensuring exceptional patient care and efficient medical office management.

- Manage and update patient records and electronic health records (EHR) systems
- Schedule patient appointments and manage calendar for multiple healthcare providers
- Handle patient communication via phone calls, emails, and telehealth platforms
- Process insurance claims and coordinate with insurance companies for billing purposes
- Supervise and train administrative staff and other office personnel
- Monitor office budgets, expenses, and invoicing
- Ensure compliance with healthcare regulations and maintain up-to-date knowledge of industry standards
- Process and verify patient payments and handle billing queries
- Coordinate with medical suppliers and manage inventory of medical supplies and office materials
- Prepare and distribute staff schedules and ensure adequate coverage for all shifts
- Generate reports on office performance, patient flow, and financial metrics
- Address and resolve patient complaints or concerns
- Facilitate staff meetings and training sessions
- Develop and implement office policies and procedures to improve efficiency and patient care
- Work closely with healthcare providers to optimize patient services and care delivery
- Oversee the maintenance and functionality of office equipment and technology
- Manage and update the practice’s website and social media profiles
- Coordinate with IT support to troubleshoot technical issues and manage software updates
- Ensure secure handling of sensitive patient information in compliance with HIPAA regulations
- Coordinate with external partners such as labs, referral hospitals, and specialty clinics

- Highly organized and detail-oriented
- Strong leadership and team management skills
- Excellent problem-solving ability
- Effective communicator, both verbally and in writing
- Proactive and self-motivated
- Adaptable and able to handle fast-paced environments
- Empathetic and patient-focused
- Technologically savvy and quick to learn new systems
- Strong ethical standards and commitment to compliance
- Ability to manage multiple tasks and deadlines efficiently
- Resourceful and innovative
- Collaborative and able to work well with diverse teams
- Strong analytical skills
- Financially savvy with budgeting experience
- Patient and customer service-oriented
- Reliable and consistent
- Strong decision-making ability
- Able to maintain confidentiality and handle sensitive information securely
- Energetic with a positive attitude
- Dedication to continuous professional development

- Competitive salary range based on experience
- Comprehensive health, dental, and vision insurance plans
- Retirement savings plan with employer matching
- Paid time off (PTO) including vacation, sick leave, and holidays
- Flexible work schedule to promote work-life balance
- Remote work opportunities
- Professional development and continuing education support
- Performance-based bonuses
- Employee wellness programs
- Health and wellness stipends
- Technology stipend for home office setup
- Access to mental health resources and counseling services
- Opportunities for career advancement and growth within the organization
- Supportive and inclusive work environment
- Participation in healthcare and industry conferences and seminars
- Employee discount programs
- Paid parental leave