Virtual Medical Administrative Assistant (Voice & Non-Voice Support)

Job Title: Virtual Medical Administrative Assistant (Voice & Non-Voice Support)

Location: Ahmedabad, India

Employment Type: Full-Time/Home-based (Remote)

Shift: Australian Business Hours

About the Role:

We are seeking highly organized, detail-oriented, and proactive Virtual Medical Administrative Assistants to support healthcare providers, specialist clinics, and radiology practices in Australia. This role combines voice support (patient calls, appointment coordination) and non-voice support (emails, documentation, referrals, medical administration, and workflow coordination). The successful candidate will play a critical role in ensuring smooth day-to-day clinic operations while delivering exceptional administrative support to healthcare professionals and patients. This is an excellent opportunity for candidates who enjoy structured processes, multitasking, customer service, and healthcare administration.

Key Responsibilities:

Voice Support

Patient Communication

• Answer inbound patient calls professionally
• Schedule, reschedule, and confirm appointments
• Provide appointment preparation instructions
• Handle patient inquiries regarding services and appointments
• Follow up on unconfirmed appointments
• Manage voicemail callbacks

Provider & Clinic Coordination

• Coordinate with healthcare providers, clinics, hospitals, and imaging centers
• Escalate urgent patient issues appropriately
• Communicate scheduling updates and changes

Non-Voice Support

Appointment & Calendar Management

• Maintain provider calendars and appointment schedules
• Update scheduling systems accurately
• Manage appointment confirmations and cancellations

Medical Administration

• Process referrals and clinical documentation
• Upload and organize medical records
• Manage electronic medical records (EMR) systems
• Track pending referrals and reports
• Coordinate report delivery and follow-ups

Documentation & Correspondence

• Draft and send professional emails
• Prepare and dispatch medical correspondence
• Verify patient demographics and contact details
• Maintain accurate administrative records

Workflow Coordination

• Update internal task management systems
• Monitor pending tasks and follow-ups
• Maintain documentation logs and trackers
• Ensure completion of assigned workflows within service-level timelines

Required Skills & Qualifications:

Essential

• Excellent spoken and written English
• Strong telephone etiquette and communication skills
• Proficiency with Microsoft Office (Excel, Word, Outlook)
• Ability to multitask and manage competing priorities
• Strong attention to detail
• Excellent organizational skills
• Ability to follow structured processes and SOPs
• Comfortable working with technology and web-based systems
• Strong problem-solving skills
• Professional and patient-centric approach

Preferred:

• Previous experience in:
• Virtual Assistant roles
• Medical administration
• Healthcare support
• Appointment scheduling
• Customer service or call center operations
• Experience with:
• EMR systems
• Medical transcription
• Healthcare documentation
• Australian healthcare environment

Key Competencies:

We are looking for candidates who demonstrate:

Communication

• Clear verbal communication
• Professional email writing
• Active listening skills

Accuracy

• Attention to detail
• Data entry accuracy
• Documentation quality

Ownership

• Accountability for assigned tasks
• Ability to follow through until completion

Adaptability

• Willingness to learn new systems and processes
• Ability to work across multiple providers and workflows

Teamwork

• Collaborative attitude
• Effective coordination with internal and external stakeholders

Performance Expectations (KPIs):

Successful candidates will be measured on:

• Appointment scheduling accuracy
• Task completion rates
• Documentation accuracy
• Response times
• Service-level adherence
• Communication quality
• Productivity and utilization metrics
• Patient and provider satisfaction

What We Offer:

• Structured training program
• Exposure to Australian healthcare operations
• Supportive team environment
• Skill development in healthcare administration

Ideal Candidate Profile:

You will thrive in this role if you:

• Enjoy helping people
• Are highly organized
• Can work independently and as part of a team
• Take ownership of your work
• Communicate professionally
• Are comfortable balancing voice and non-voice responsibilities
• Have a strong desire to learn and grow in healthcare administration

Compensation:

Competitive salary based on:

• Experience
• Communication skills
• Administrative competency
• Healthcare domain knowledge