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

Welcome to brighthush – Where Innovation Meets Compassion

At brighthush, we are redefining the future of healthcare by blending state‑of‑the‑art technology with a patient‑first philosophy. Our virtual practice delivers evidence‑based therapy services across the globe, ensuring that every patient receives timely, personalized care while clinicians enjoy a streamlined, efficient workflow. As we expand our remote support team, we’re on the lookout for a seasoned Medical Virtual Assistant who will become the backbone of our billing, claims, EMR, and operational excellence.

Why Join brighthush?

Working with brighthush means you’ll be part of a forward‑thinking organization that values precision, empathy, and continuous growth. From flexible remote work to a culture that celebrates innovation, your expertise will directly influence the financial health of our practice and the satisfaction of our patients and providers.

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.
• Denial Analysis: Diagnose denial reasons, identify missing documentation, and resolve issues before escalation.
• Manual Claim Resubmission: Release and resubmit claims when necessary, ensuring strict adherence to payer guidelines.
• 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.

EMR Administration – HelloNote

• Data Integrity: Maintain and update patient demographics, treatment plans, and administrative data within HelloNote.
• Plan of Care Management: Track Plans of Care, authorizations, and expiration dates, ensuring timely follow‑up and renewal.
• Platform Mastery: Leverage HelloNote tutorials and internal SOPs to master the platform quickly.
• 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.
• 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.

Phone Management & Patient Communication

• Inbound/Outbound Calls: Handle calls using the Virtual Marketing Mastery phone platform.
• 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 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.

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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.