Medical Virtual Assistant, Care Coordinator & Billing Specialist

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: TYPE OF WORK

Full Time

: SALARY

5

: HOURS PER WEEK

40

: DATE UPDATED

Oct 9, 2026

JOB OVERVIEW

Medical Virtual Assistant, Care Coordinator & Billing Specialist

MindRefined is a psychiatric and mental health practice based in Florida, USA. We use modern technology and evidence-based clinical models to provide high-quality telehealth care to patients managing ADHD, anxiety, depression, and other mental health conditions. We pride ourselves on operational excellence, smooth clinical workflows, and compassionate, timely patient care.

We are seeking a skilled, dedicated, and professional full-time Medical Virtual Assistant, Care Coordinator & Billing Specialist based in the Philippines to manage our patient communications, EHR scheduling, and medical billing and revenue cycle management (RCM) workflows.

Position Details
Role type: Full-time (40 hours per week)
Shift: Monday to Friday, 9:00 AM to 5:00 PM US Eastern Time (overnight in the Philippines)
Hourly rate: $4.00 to $6.00 USD, based on experience, qualifications, and billing expertise
Location: Remote (Philippines)
Primary systems: Tebra (formerly Kareo) EHR/PM, Dialpad (VoIP), Google Workspace
Primary Responsibilities
Call Handling, Triage & Scheduling
Live calls and triage: Answer inbound calls and make outbound calls using Dialpad. Triage clinical concerns and medication or refill requests, and route urgent messages to the psychiatric nurse practitioners (NPs).
Scheduling: Manage the live scheduling calendar in Tebra. Schedule new intakes, coordinate follow-up appointments, and proactively contact patients to resolve no-shows and scheduling conflicts.
Voicemails and texts: Monitor, transcribe, and action patient voicemails and inbound text messages daily, so that no patient outreach goes unanswered.
Medical Billing & Revenue Cycle Management
Claim review and audit: Monitor and audit claims in Tebra to ensure accurate processing and resolve outstanding balances.
Deductible and copay auditing: Run routine audits on patient deductibles and coinsurance to ensure accurate up-front collections and resolve underpayments.
Rejection and denial resolution: Read, interpret, and troubleshoot clearinghouse rejection and denial codes in Tebra, and systematically resolve billing errors.
Payment and ledger entry: Record patient payments (copays, cash-pay fees, deductibles) in Tebra and keep patient ledgers balanced.
Eligibility verification: Run electronic insurance eligibility checks, including mental health benefits, and verify active coverage before visits.
IT & Security Requirements (Strict HIPAA Compliance)

Because you will handle protected health information (PHI) and financial data, you must follow strict security protocols:

Work only within a secure, employer-provided virtual desktop (cloud computer) with printing and downloading disabled.
Have a private, quiet, and secure workspace. Public cafes and shared co-working spaces are not permitted.
Have a reliable fiber internet connection (minimum 25 Mbps download and upload), plus a backup power source (UPS or generator) or a backup mobile data connection.
Use a high-quality noise-canceling headset to maintain professional call standards on Dialpad.
Required Qualifications
Experience: At least 2 years as a medical virtual assistant and US medical biller or RCM specialist. Mental health or psychiatry experience is a strong plus.
Billing expertise: Solid understanding of US health insurance terminology, CPT and ICD-10 coding, electronic eligibility checks, clearinghouse processes, and 835 ERA denial codes.
Software skills: Proven hands-on experience with Tebra (Kareo) EHR and practice management systems.
Communication: Excellent verbal and written English, with a natural telephone presence and strong active listening skills.
Analytical skills: Strong math and logical reasoning to audit ledgers, resolve claim discrepancies, and explain insurance costs to patients.
Data security: Clear understanding of HIPAA guidelines, patient privacy, and data security standards.

Preferred, not required: Licensed Philippine Registered Nurse (PHRN) or allied health background.

What We Offer
Competitive compensation: Paid bi-weekly or monthly through secure international payment channels (e.g., Wise, Deel).
Stable, consistent hours: A fixed full-time schedule on US business hours, with no rotating shifts.
Collaborative team: Direct collaboration with psychiatric providers and practice management.
Career growth: Opportunities to lead advanced work in revenue cycle management or clinic operations.
How to Apply

Please submit:

Your updated resume.
A one-minute audio or video recording (via Vocaroo or Loom) introducing yourself, your medical billing and administrative experience, and why you are a good fit for a mental health practice.
Confirmation of whether you have used Tebra/Kareo (Yes/No).

SKILL REQUIREMENT

Medical Services Patient Care Medical Billing

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Medical Virtual Assistant, Care Coordinator & Billing Specialist

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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