We are seeking an exceptionally experienced, autonomous Virtual Medical Receptionist & Practice Administrative Specialist to take full ownership of administrative and front-office operations for a solo cash-pay healthcare practice in Texas specializing in Women’s Health.
In this high-impact position, you will step in as the primary operational backbone for a solo physician—managing high-volume Athena EHR portal communications, capturing patient payments and cards-on-file, uploading lab results, processing referrals and prior authorizations, and resolving outstanding billing balances.
The ideal candidate is expert-level in Athena EHR, possesses a deep background in women's health, and operates with complete independence so the provider can focus entirely on clinical care.
Working Environment & Core Schedule
- Role Title: Virtual Medical Receptionist & Practice Administrative Specialist
- Practice Type: Solo Cash-Pay Women’s Health Practice (Texas)
- Status: Full-Time (40 Hours / Week)
- Schedule: Monday – Friday, 8:00 AM – 5:00 PM CST (Central Standard Time)
- Core EHR:Athenahealth (Athena EHR)(Expert level - Non-negotiable)
- Practice Focus: Cash-pay payments/collections, women's health clinical support, patient portal triage
Top 3 Daily Tasks
- Patient Portal & Email Communication Management: Manage and respond to high-volume patient portal messages, emails, and routine administrative requests with warm, empathetic, and clear English communication.
- Athena Charting & Clinical Admin Work: Triage incoming diagnostic/lab results, upload reports into patient charts, process prior authorizations and outbound referrals, and maintain pristine Athena EHR records.
- Payments, Billing & Collections: Manage cash-pay checkout procedures, capture and store cards-on-file, post payments, and follow up proactively on outstanding balances and account receivables.
Core Responsibilities
- Athena EHR Management: Manage patient check-ins, chart updates, task queues, and clinical document uploads independently with minimal supervision.
- Cash-Pay Financial Management: Process patient payments, manage card-on-file billing systems, send balance statements, and collect outstanding accounts receivable.
- Clinical Administrative Support: Prepare and track insurance prior authorizations, coordinate outbound specialty referrals with clinical documentation, and upload incoming lab results into correct patient charts.
- Patient Communication: Serve as the practice’s primary administrative contact—handling patient inquiries, scheduling, and billing questions via Athena portal and email with strict HIPAA compliance.
- Executive Practice Support: Provide flexible, high-level administrative and executive support to assist the solo provider in streamlining practice operations.
Requirements
- Athena EHR Expertise (Non-Negotiable): Expert-level, hands-on experience in Athenahealth / Athena EHR capable of stepping in on Day 1 with zero system training required.
- Women’s Health Experience: Direct prior background supporting a U.S. Women’s Health, OB/GYN, or specialized female integrative health clinic.
- Cash-Pay & Billing Competency: Strong experience with patient payment collection, credit card processing systems, card-on-file management, and balance collections.
- Prior Auths & Referrals: Hands-on experience submitting prior authorizations and managing outbound medical referrals.
- English Fluency: Superior written and spoken English communication skills.
- Independent Ownership: Self-directed mindset with the confidence to manage daily administrative workflows for a solo practitioner independently.
- Remote Workspace: Dedicated, quiet, HIPAA-compliant home office equipped with a high-performance computer (PC/Mac), high-speed internet, backup power/internet solutions, and a headset.
Ideal Candidate Profile
You are an elite Athena EHR power-user who knows the ins and outs of women’s health administration. You take complete ownership of patient communication and billing collections, lifting the entire administrative weight off a solo physician's shoulders from day one.
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