Medical Virtual Assistant

Department: Healthcare

Work Arrangement: Remote

Job Type: Independent Contractor, Full Time

Work Schedule: US Time Zone (expected to be flexible with the client's preference)

Locations: Philippines, LATAM, South Africa, Kenya, and other remote regions with excellent English communication skills

About Pearl Talent

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They're looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years. Candidates we've hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we're building for: WATCH HERE

Why Work with Us?

At Pearl, we're not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

Role Overview

The Medical Virtual Assistant manages the end-to-end lifecycle of medical records—from initial request through final delivery—ensuring accuracy, compliance, and timely processing across all documentation touchpoints.

This role blends healthcare coordination with meticulous document management. You'll own medical records retrieval, digital monitoring, quality verification, and provider communication so downstream teams receive complete, organized, and compliant documentation. This role is ideal for detail-oriented healthcare operators who thrive in structured, process-driven environments and take pride in precision and HIPAA compliance.

Your Impact

Your work ensures uninterrupted operational continuity by keeping medical documentation accurate, complete, and on time. Through rigorous monitoring and quality control, you'll reduce turnaround times, prevent gaps, and safeguard client satisfaction. Your diligence in provider coordination and verification will minimize errors and support informed decision-making based on reliable records.

Core Responsibilities
Medical Records Coordination & Management — 30%

• Request, track, and organize medical records from providers and facilities
• Initiate requests and manage systematic follow-ups to ensure timely receipt
• Communicate with provider offices to resolve delays or discrepancies
• Coordinate ROI processes and ensure authorization requirements are met
• Maintain real-time tracking of outstanding requests and statuses
• Navigate provider-specific compliance protocols and requirements
• Build professional relationships with provider offices

Document Monitoring, Capture & Routing — 25%

• Monitor email inboxes, fax dashboards, provider portals, and secure websites
• Download and log incoming records promptly across all channels
• Apply correct file naming, categorization, and storage standards
• Upload documents into appropriate sections of internal systems
• Route documents to correct teams or case files without delay
• Maintain uninterrupted monitoring cadence to prevent missed items

Quality Review & Verification — 20%

• Review records for accuracy, completeness, and organization
• Validate documentation against original requests and requirements
• Serve as final quality checkpoint prior to delivery
• Identify and flag errors, omissions, or inconsistencies
• Ensure sensitive information is handled securely and appropriately
• Conduct periodic quality audits on workflows

Data Entry & System Management — 15%

• Enter and catalog records securely in internal databases
• Maintain structured trackers with channels, timestamps, and statuses
• Update completion dates and delivery confirmations
• Keep digital filing systems clean and retrieval-ready
• Generate reports on turnaround time and completion rates

Internal Communication & Escalation — 10%

• Communicate status updates and blockers to internal teams
• Escalate unresponsive providers or quality issues appropriately
• Document issues and resolutions clearly within systems
• Prepare concise summaries and status reports for stakeholders
• Coordinate across teams to maintain workflow continuity

Requirements
Must-Haves (Required)

Experience & Healthcare Knowledge

• 1 - 2+ years managing or processing medical records or healthcare documentation
• Strong understanding of medical terminology and clinical formats
• HIPAA compliance experience and secure data handling
• Familiarity with provider systems and healthcare workflows

Technical & Systems

• Proficiency navigating portals, PDFs, secure sites, and fax dashboards
• Strong document management and file organization skills
• Google Sheets / Excel for tracking and reporting
• Ability to manage multiple digital channels simultaneously

Organization & Quality

• Exceptional attention to detail and QA discipline
• Proven accuracy in repetitive, high-volume workflows
• Process-driven execution with strict SOP adherence

Communication

• Clear written and verbal English for provider and internal coordination
• Professional, diplomatic issue resolution and escalation

Work Style

• Dependable, proactive, and ownership-driven
• Comfortable working independently in remote settings
• Reliable PST/EST working-hour overlap

Nice-to-Haves (Preferred)

• 3+ years in medical records coordination
• Experience with Datavant, ChartSwap, MRO, CIOX/HealthPort, Verisma, Sharecare
• Legal medical records or personal injury case exposure
• Familiarity with Clio, MyCase, or similar systems
• Medical chronologies or case summary experience
• Health information management or coding background
• AI-assisted document processing exposure

Tools Proficiency
Must-Haves (Required)

• PDF editors (Adobe Acrobat) and document utilities
• Email, Slack, Gmail; professional healthcare communication tools
• Secure provider portals and fax dashboards
• Google Sheets / Excel
• Cloud storage and organized filing protocols

Nice-to-Haves (Preferred)

• Medical records platforms (Datavant, CIOX/HealthPort, MRO, ChartSwap, Verisma, Sharecare)
• Case management (Clio, MyCase)
• EMR/EHR familiarity
• Task tracking (Asana, ClickUp, Trello, Notion)
• AI summarization or document intelligence tools

Benefits

• Competitive Salary: Based on experience and skills
• Remote Work: Fully remote — work from anywhere
• Generous PTO: In accordance with company policy
• Direct Mentorship: Access to global industry leaders
• Learning & Development: Continuous growth resources
• Global Networking: Work with international teams
• Health Coverage (Philippines only): HMO after 3 months (full-time)

Our Recruitment Process

1. Application
2. Skills Assessment
3. Initial Screening
4. Top-grading Interview
5. Client Matching
6. Job Offer
7. Onboarding

Ready to Join Pearl Talent?

Build a long-term remote career supporting critical healthcare documentation operations. Join Pearl Talent and bring your healthcare expertise, organizational excellence, and meticulous attention to detail to meaningful work.

---