We are seeking a warm, articulate, and highly organized Virtual Medical Receptionist to serve as the premier point of contact for our busy optometry practice. Operating in a high-volume vision care environment, our clinic prides itself on delivering seamless patient experiences, efficient calendar management, and clear, welcoming communication across every channel.
This role combines virtual front-office administrative coordination with multi-channel patient interaction. You will handle patient calls, text messages, faxes, and insurance verifications while ensuring provider schedules remain accurate and fully optimized. The ideal candidate brings strong healthcare receptionist experience, a solid understanding of vision versus medical insurance, and a reassuring, professional phone presence.
Schedule & Working Hours
- Status: Full-Time (40 Hours / Week)
- Weekly Days: 5 Days / Week (Fixed weekend availability required)
- Set Schedule Days:
- Monday: 10:00 AM – 6:00 PM EST
- Friday: 10:00 AM – 6:00 PM EST
- Saturday: 10:00 AM – 5:00 PM EST
- Sunday: 12:00 PM – 5:00 PM EST
- Fifth Day (Pick One): Tuesday OR Thursday (10:00 AM – 6:00 PM)
- Designated Days Off: Tuesday/Wednesday OR Wednesday/Thursday
Core Responsibilities
VA's Top 3 Daily Tasks
- Inbound & Outbound Communications: Managing patient calls, text messages, and email inquiries using the Weave platform.
- Insurance Eligibility & Benefits: Verifying vision and medical insurance plans, confirming coverage, copays, and deductibles before appointments.
- Appointment Scheduling & Management: Scheduling, confirming, and rescheduling eye care appointments while updating patient files in RevolutionEHR.
Additional Responsibilities
- Manage incoming and outgoing medical faxes and handle general administrative tasks.
- Maintain clean, up-to-date patient records and demographic details within the EMR.
- Coordinate with on-site staff and eye care providers to ensure smooth clinic workflows.
Requirements
Must-Have / Required Qualifications
- Medical Front Office Experience: Minimum 2+ years of experience working as a Medical Receptionist, Front Desk Coordinator, or Medical Administrative Assistant.
- Call Operations & Scheduling: Proven success managing high-volume call traffic, multi-channel messages, and multi-provider appointment calendars.
- Insurance Verification Skills: Hands-on experience verifying patient benefits, copays, and deductibles for both medical and vision insurance.
- Communication & Phone Presence: Flawless spoken and written English skills with a warm, patient-focused demeanor.
- Weekend Schedule Commitment: Full availability to work the required fixed weekend shifts (Saturday & Sunday) as outlined in the schedule.
- Remote Workspace Setup: A quiet, private, HIPAA-compliant home office with high-speed internet, a secure computer, and a clear headset.
Nice-to-Have / Preferred Qualifications
- Optometry / Ophthalmology Specialty Background: Direct administrative experience within an Optometry, Ophthalmology, or Eyewear/Vision Care clinic.
- Software Experience: Direct experience navigating RevolutionEHR and the Weave communication platform.
- Vision Insurance Knowledge: Hands-on experience with major vision payers (e.g., VSP, EyeMed, Davis Vision, Spectera).
- Bilingual Skills: Professional fluency in Spanish (spoken and written) alongside fluent English.
Ideal Candidate Profile
The ideal candidate is a natural relationship-builder who brings infectious positive energy to the phone, even during heavy call volumes. You are dependable, thrive under high-demand scenarios, and possess the proactive, solution-oriented mindset needed to step in, take charge of the phones, and instantly elevate our daily patient workflow.
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