Senior Medical Virtual Assistant – Billing & Claims Management Specialist, EMR Administration Expert, Practice Operations Leader – Remote Healthcare Administration Professional at brighthush

About brighthush

brighthush is a pioneering virtual healthcare organization that blends cutting‑edge technology with a patient‑first philosophy. Our global practice delivers evidence‑based therapy services—ranging from occupational and physical therapy to mental health support—through a fully remote, cloud‑based platform. By harnessing data analytics, AI‑driven workflows, and a highly skilled virtual team, we ensure that every patient receives timely, personalized care while clinicians enjoy a streamlined, efficient workflow. As we expand, we’re looking for a seasoned Medical Virtual Assistant to become the backbone of our billing, claims, EMR, and operational excellence.

Why This Role Matters

In a world where healthcare is increasingly digital, the accuracy and efficiency of billing, claims, and EMR administration directly impact patient satisfaction, provider revenue, and regulatory compliance. As a Senior Medical Virtual Assistant at brighthush, you will:

• Serve as the primary liaison between our clinicians, payers, and patients.
• Ensure that every claim is processed, tracked, and resolved in a timely manner.
• Maintain the integrity of our electronic health records, safeguarding patient data.
• Drive operational KPIs that influence strategic decisions and growth.
• Act as a catalyst for continuous improvement in our remote practice.

Key Responsibilities

Claims Management & Billing Reconciliation

• Proactive Claims Follow‑Up: Chase unpaid, denied, or stuck insurance claims for both primary and secondary payers, ensuring timely resolution and preventing revenue leakage.
• Denial Analysis: Diagnose denial reasons, identify missing documentation, and resolve issues before escalation, reducing denial rates by at least 15% annually.
• Manual Claim Resubmission: Release and resubmit claims when necessary, ensuring strict adherence to payer guidelines and coding standards.
• Reporting & Reconciliation: Create, review, and reconcile weekly, bi‑monthly, and monthly billing reports, verifying accuracy and resolving discrepancies.
• Audit Trail Maintenance: Keep a meticulous record of all claim activities and billing adjustments for audit readiness and compliance.

EMR Administration – HelloNote

• Data Integrity: Maintain and update patient demographics, treatment plans, and administrative data within HelloNote, ensuring 99.9% data accuracy.
• Plan of Care Management: Track Plans of Care, authorizations, and expiration dates, ensuring timely follow‑up and renewal to avoid service interruptions.
• Platform Mastery: Leverage HelloNote tutorials and internal SOPs to master the platform quickly, and provide training to new clinicians.
• Collaboration with Clinicians: Work closely with therapists to ensure charting is complete, accurate, and compliant with regulatory standards.

Plans of Care & Authorization Follow‑Up

• Referral Coordination: Coordinate with referring physicians to confirm receipt and return of signed Plans of Care.
• Insurance Verification: Verify insurance coverage and obtain prior authorizations as required, reducing claim denials.
• Renewal Management: Monitor expiration dates for Plans of Care and authorizations, initiating renewal processes proactively.
• Escalation Protocols: Escalate unresolved authorization issues to the appropriate stakeholders, ensuring swift resolution.

Phone Management & Patient Communication

• Inbound/Outbound Calls: Handle calls using the Virtual Marketing Mastery phone platform, providing exceptional customer service.
• Efficient Call Routing: Route calls efficiently, ensuring patients receive timely and professional assistance.
• Scripted Yet Flexible Communication: Use scripted responses while adapting tone and content to the specific situation.
• Escalation of Complex Issues: Escalate complex or sensitive issues to the clinical team or management as needed.

KPI Tracking & Practice Operations

• Performance Monitoring: Track key performance indicators such as referrals, visits, cancellation rates, revenue, expenses, and profit margins.
• Reporting: Prepare and present reports on a weekly, bi‑monthly, or monthly basis, depending on the metric.
• Data‑Driven Decision Support: Monitor active cases, draft notes, and financial statements to support strategic decision‑making.
• Administrative Support: Assist with day‑to‑day administrative tasks that support the growth and compliance of the practice.

HR Onboarding & Administrative Support

• New Hire Onboarding: Facilitate onboarding for new therapists and student interns, ensuring all documentation is complete.
• File Organization: Organize employee files, policies, procedures, and HR compliance records.
• Follow‑Through: Provide reliable follow‑through on recurring administrative tasks and outstanding items.

Marketing & Social Media Support (Optional)

• Content Creation: Assist with basic social media, marketing, or content creation tasks once core responsibilities are mastered.
• Brand Alignment: Support marketing initiatives that align with brighthush’s brand and patient outreach goals.

Essential Qualifications

• Claims Management Experience: Proven ability to handle unpaid, denied, or stuck claims, identify denial reasons, and resolve issues.
• Billing Reconciliation: Proficiency in reviewing reports, verifying numbers, reconciling discrepancies, and ensuring data integrity.
• EMR/EHR Proficiency: Prior experience with electronic medical records; direct HelloNote experience is not required but a quick learning curve is essential.
• CRM Expertise: Comfortable working with CRM systems or similar workflow tracking tools.
• Authorization & Plans of Care: Ability to verify insurance, monitor authorizations, and follow up on Plans of Care.
• Healthcare Administration: Background in medical office support, billing, or therapy practice operations.
• Phone Support: Professional handling of inbound and outbound calls with clarity and empathy.
• English Proficiency: Clear, professional written and spoken English.
• Clearance: Ability to provide an NBI Clearance or Local Police Clearance before onboarding.
• Technical Setup: Reliable laptop or desktop, high‑speed internet (≥25 Mbps), noise‑canceling headset, webcam, and a quiet workspace.

Preferred Qualifications

• Experience with occupational therapy, physical therapy, or other therapy practice workflows.
• Background in KPI tracking, reporting, or financial analysis within a healthcare setting.
• HR onboarding or practice operations experience.
• Basic social media or marketing support experience.

Core Competencies & Skills

• Analytical thinking and problem‑solving.
• Attention to detail and accuracy.
• Strong organizational and time‑management skills.
• Excellent communication and interpersonal abilities.
• Self‑motivation and the ability to work independently with minimal supervision.
• Adaptability to new tools, processes, and changing priorities.

Career Growth & Learning Opportunities

At brighthush, we believe in continuous professional development. As a Senior Medical Virtual Assistant, you will have access to:

• Comprehensive onboarding and ongoing training in billing, EMR, and practice operations.
• Access to proprietary VA performance training covering communication, client management, and productivity systems.
• HIPAA and cybersecurity training with certification, ensuring you are equipped to handle PHI securely.
• Opportunities to transition into higher‑level roles such as Practice Manager, Billing Manager, or Operations Lead.
• Regular performance reviews and feedback sessions to help you grow and excel.

Work Environment & Culture

brighthush fosters a collaborative, inclusive, and patient‑focused culture. Even though the role is remote, you will be part of a tight‑knit team that values:

• Open communication and transparency.
• Respect for work‑life balance and flexibility.
• Continuous learning and innovation.
• Recognition of achievements and contributions.

Compensation & Benefits

While the base salary ranges from $5,000 to $6,000 per month depending on experience, we also offer:

• Performance‑based incentives and potential bonuses.
• Paid or unpaid time off aligned with U.S. holidays and client‑approved schedules.
• Optional premium VPN access for enhanced security.
• Access to a dedicated HR & contractor support team for guidance and assistance.
• Tools and resources such as templates, workflow guides, and SOP support.

How to Apply

If you are a detail‑oriented, proactive professional with a passion for healthcare administration and a track record of managing claims and billing, we want to hear from you. Click the link below to submit your application and join the brighthush team.

Apply to This Job

Closing Statement

Join brighthush and become a vital part of a practice that values precision, compassion, and growth. Your expertise will help us deliver exceptional care while ensuring our operations run smoothly and efficiently. If you thrive in a dynamic, remote environment and are ready to take on a challenging yet rewarding role, apply today and help shape the future of healthcare administration at brighthush.