Seasoned Medical Virtual Assistant – Regenerative Medicine & Patient Care Operations – Remote, Full‑Time, 40 Hours/Week

About brighthush and the Regenerative Medicine Landscape

brighthush is a pioneering regenerative medicine practice located in the heart of Hawaii, dedicated to delivering patient‑centered care through cutting‑edge therapies that restore function, reduce pain, and improve quality of life. With a team of board‑certified clinicians, research scientists, and compassionate support staff, brighthush has become a trusted name for individuals seeking innovative solutions to chronic conditions, sports injuries, and age‑related degeneration.

As the demand for regenerative treatments grows worldwide, brighthush is expanding its reach and enhancing its operational efficiency. To support this growth, we are seeking an experienced Medical Virtual Assistant who can seamlessly manage high‑volume patient interactions, coordinate insurance workflows, and maintain impeccable electronic health records. This role is essential to ensuring that every patient receives timely, accurate, and compassionate care.

Key Responsibilities – Your Day‑to‑Day Impact

Patient Communication & Scheduling

• Handle approximately 50 inbound patient calls daily, providing clear, empathetic, and professional assistance.
• Conduct outbound follow‑ups to confirm appointments, gather missing information, and address patient concerns.
• Schedule, reschedule, and confirm appointments while managing calendar conflicts and ensuring optimal utilization of clinical staff.
• Maintain a patient‑friendly tone across phone, email, and text communications, reflecting brighthush’s commitment to compassionate care.
• Track outstanding patient requests and ensure timely completion, escalating issues to appropriate team members when necessary.

Patient Intake & Medical Records Management

• Assist with patient screening, registration, and intake documentation, ensuring all required data is captured accurately.
• Process medical records requests, both internal and external, and maintain up‑to‑date patient information within the brighthush EHR system.
• Organize and update medical documents, treatment plans, and supporting records, ensuring accessibility for clinicians and billing staff.
• Coordinate treatment plan submissions and follow‑up documentation with the clinical team, ensuring seamless continuity of care.

Insurance Verification & Prior Authorization

• Verify patient insurance eligibility, coverage, and benefits using industry‑standard portals and tools.
• Process prior authorization requests, track status, and follow up on pending approvals to minimize delays in treatment.
• Maintain accurate authorization records, ensuring compliance with payer requirements and internal audit standards.
• Support workers’ compensation and no‑fault insurance claim documentation and follow‑ups, ensuring all claims are filed accurately and on time.

Billing & Coding Coordination

• Prepare and organize billing‑related documentation for the outsourced billing department, ensuring completeness and accuracy.
• Communicate with the billing team regarding coding corrections, missing information, and outstanding concerns.
• Follow up on unresolved billing documentation to support accurate and timely processing.
• Coordinate billing‑related tasks without independently handling full‑cycle medical billing.

Practice Administration & Follow‑Up

• Maintain accurate appointment, insurance, and patient documentation within the brighthush EHR.
• Coordinate administrative tasks and outstanding requests to support daily practice operations.
• Assist with Friday administrative catch‑up work, documentation, and pending tasks, ensuring a smooth transition into the new week.
• Adapt to changing priorities while maintaining accurate records and timely follow‑through.

Tools & Technology You’ll Use

• brighthush (EHR system) – for patient records, scheduling, and documentation.
• Patient scheduling and appointment management systems.
• Insurance verification and authorization portals.
• Phone, email, and text communication systems.

Essential Qualifications – What We Expect

• Medical Administrative Experience: Proven track record supporting U.S. medical practices, including patient scheduling, insurance workflows, and healthcare office operations.
• Patient Phone Handling: Comfortable managing approximately 50 calls per day, with a history of delivering clear, professional, and compassionate service.
• Scheduling & Coordination: Skilled at scheduling, rescheduling, confirming appointments, and coordinating follow‑ups.
• Insurance Verification & Prior Authorization: Experience verifying eligibility, processing authorizations, and following up on approvals.
• EHR/EMR Proficiency: Comfortable navigating electronic health record systems and maintaining accurate patient information.

Preferred Qualifications – Bonus Points

• Experience with brighthush (EHR system) or similar platforms; training will be provided if needed.
• Background in medical records and intake support, including patient registration and treatment plan coordination.
• Experience coordinating billing documentation and coding corrections with outsourced billing teams.
• Familiarity with workers’ compensation and no‑fault insurance claim workflows.

Skills & Competencies for Success

• Exceptional verbal and written communication skills in English.
• Strong organizational abilities and meticulous attention to detail.
• Proactive problem‑solving mindset and adaptability to changing priorities.
• High level of professionalism and empathy when interacting with patients.
• Tech‑savvy, with proficiency in Microsoft Office, Google Workspace, and virtual collaboration tools.
• Commitment to HIPAA compliance and data privacy best practices.

Career Growth & Learning Opportunities

At brighthush, we believe in nurturing talent and fostering continuous growth. As a Medical Virtual Assistant, you will:

• Gain in‑depth exposure to regenerative medicine practices and cutting‑edge therapies.
• Develop expertise in complex insurance workflows, prior authorization processes, and billing coordination.
• Participate in ongoing training modules covering HIPAA compliance, cybersecurity, and advanced EHR functionalities.
• Have the opportunity to advance into senior administrative roles, clinical coordination, or project management within the practice.
• Benefit from mentorship by experienced clinicians and administrative leaders.

Work Environment & Company Culture

brighthush values a culture of collaboration, innovation, and patient‑first thinking. Even though this role is remote, you will be an integral part of a close‑knit team that celebrates successes, supports each other, and continuously seeks improvement. We prioritize:

• Transparent communication through weekly video meetings and real‑time chat channels.
• Work‑life balance, with flexible scheduling options within the 8:30 AM – 5:30 PM window.
• Recognition of individual contributions through performance reviews and incentive programs.
• A supportive environment that encourages professional development and skill enhancement.

Compensation, Perks, & Benefits

• Competitive hourly rate: $5.00 – $6.00 per hour, commensurate with experience.
• Performance‑based incentives: Potential for bonuses tied to call volume, patient satisfaction scores, and workflow efficiency.
• Professional development: Access to HIPAA training, cybersecurity modules, and top‑tier VA performance courses.
• Technology support: Provision of a noise‑canceling headset, webcam, and optional VPN license for secure remote work.
• Flexible time off: Ability to request paid or unpaid time off in alignment with brighthush’s policies.
• Client‑approved U.S. holidays: Opportunity to observe U.S. holidays as per practice requirements.
• Optional tools and resources, including templates, workflow guides, and SOP support.

Application Process & Next Steps

Ready to join a forward‑thinking regenerative medicine practice and make a tangible difference in patients’ lives? Submit your application through the brighthush platform. We look forward to reviewing your experience and discussing how you can contribute to our mission of healing and innovation.

Thank you for considering a career with brighthush. We are excited to explore the possibility of welcoming you to our team.