Medical Virtual Assistant + Executive Assistant — US Cardiology Practice

About Us

We are a physician-owned cardiology (heart rhythm) specialty practice in Los Angeles, California, launching a new clinic. You will work directly with the physician-owner — no layers, no agency, no middleman. This is a long-term role with growth potential as the practice grows. We use modern tools (AI-assisted workflows, cloud systems) and we invest in training the right person.

The Role

This is a hybrid role: roughly 80% medical back-office work, 20% executive assistant work. You will become the physician's right hand.

Medical back-office (primary):
- Prior authorizations for procedures, imaging, and medications (US payers: Medicare, Anthem, UnitedHealthcare, etc.)
- Insurance eligibility and benefits verification
- Chart preparation before patient visits (records review, organizing documents in the EMR)
- Indexing incoming faxes, labs, and outside records into patient charts
- Referral coordination and tracking (incoming and outgoing)
- Patient recall, scheduling support, and follow-up tracking
- Speaking with patients by phone: appointment coordination, reminders, follow-up calls, and gathering information before visits
- Spreadsheet work: building and maintaining tracking spreadsheets (patient lists, authorization logs, follow-up panels), data entry, cross-checking records between systems, and cleaning up large lists — accuracy over speed. Some of this is tedious and repetitive; we need someone who is just as careful on row 400 as on row 4.

Executive assistant (secondary):
- Email and calendar management
- Document organization, forms, and correspondence
- Tracking tasks and following up until things are DONE
- Personal admin support (travel, appointments, vendor coordination)

Requirements
- 2+ years experience in a US medical practice back-office role (VA or onshore-equivalent work)
- Hands-on experience with prior authorizations and eligibility checks for US insurance
- EMR experience required. eClinicalWorks (eCW) experience is a strong plus. Elation Health experience is a strong plus.
- Excellent written English; clear, confident spoken English — you will speak with patients by phone
- Experience calling patients directly (scheduling, reminders, intake, or follow-up) in a US practice setting
- HIPAA training (certificate preferred; we will provide training and require a signed confidentiality agreement)
- Able to work US Pacific time (Los Angeles) hours: approximately 8:00 AM – 5:00 PM PT
- Reliable setup: fast internet (25+ Mbps), backup internet, backup power, quiet workspace, own computer
- Able to provide a current NBI Clearance and valid government photo ID before start date
- Comfortable in Google Sheets and/or Excel: sorting, filtering, VLOOKUP or similar, keeping large trackers clean and accurate
- Self-motivated and deadline-driven. We need someone who closes loops without being chased.

Nice to Have
- Nursing (RN/USRN) or allied health background
- Cardiology or specialty practice experience
- Experience with Google Workspace (Gmail, Drive, Sheets)
- Medical billing/RCM exposure

What We Offer
- $10/hour, full-time (40 hrs/week), paid weekly or bi-weekly via your preferred method
- 13th month pay after 1 year
- Direct mentorship from a US physician; real skill growth in a specialty practice
- Stable, long-term role — we are building a team, not filling a gap

How to Apply

Please follow these instructions exactly. Applications that do not follow them will not be considered.

Subject line of your application must be: "Rhythm — [Your Name] — [Years of US medical VA experience]"

In your application, answer these three questions briefly:
1. Briefly describe your experience with prior authorizations and insurance verification. Which payers have you worked with?
2. Which EMRs have you personally used, and for how long each?
3. Describe your internet/power backup setup.

Include a link to a 2–3 minute Loom (or similar) video introducing yourself and describing your most recent medical VA role. No script needed — we want to hear your natural spoken English.

Complete the online aptitude assessment here: ----------

Send your application to: ----------

Shortlisted candidates will be invited to a final interview.

We are looking to hire quickly. Strong applications get responses within 48 hours.