Virtual Medical Assistant for US Ophthalmology Practice (Full-Time, Long-Term Career Position)

Athena Eye Care is a premium ophthalmology practice in Mission Viejo, California, specializing in refractive cataract surgery and lens replacement surgery. I am Dr. Audrey Tai, the owner and surgeon. I am hiring a full-time Virtual Medical Assistant to join my remote team of three VMAs, all based in the Philippines, who handle phones, scheduling, billing, and my surgical pipeline.
This is not a task job. It is a career position on a growing team. My current VMAs started with phones and administrative work, and through training have expanded into new skill sets, including marketing and social media skills they have learned since joining the practice. I am looking for someone who wants the same path: to build a long-term career here, expand their skills year over year, and become a permanent part of this team. If you have the ability and the desire to grow, I will train you and give you the opportunity.

Your starting responsibilities:

Incoming patient calls: answering the practice phone line professionally and warmly, taking messages, and routing patient questions correctly
Outbound patient calls: calling patients to schedule their six-month and annual follow-up appointments, appointment reminders, and rescheduling patients who missed their visits
Simple data entry in our EHR (DrChrono): uploading documents, entering explanation of benefits, moving appointments, and keeping records organized
Supporting the team with call overflow during busy clinic hours

What you will grow into, with training:

Appointment and laser procedure authorizations with insurance
Post-operative note processing for surgical patients
Simple billing data entry
Expanded responsibilities beyond these as your skills and the practice grow

Requirements:

Excellent spoken and written English. You will speak with elderly American patients by phone daily, so a clear, warm, patient phone manner is essential
Strong organizational skills. You will manage a daily call list and task queue and are expected to keep it current without being chased
Preference will be given to applicants with a medical background: experience in a medical practice, clinic, hospital, or healthcare account (BPO healthcare accounts count)
Prior HIPAA training is highly valued. You must have knowledge of, and willingness to follow, HIPAA compliance strictly (we will also train you and require a signed confidentiality agreement)
Reliable high-speed internet, a quiet workspace, a good headset, and a backup power/internet plan
A VPN set up on your work computer for security reasons (we will provide guidance during onboarding)
Available full time during US Pacific business hours

About working with me: I train thoroughly, document our procedures step by step, and give you direct feedback in your first month so expectations are clear. You will work inside a well-organized system. I value every team member highly, and bringing a new team member on board is an investment I make and value: I invest my time in your training, and I am looking for someone who will invest in return by growing with this practice for years. As your experience and responsibilities expand, we will talk.

How to apply
To apply, please send:

Your updated resume
A short voice recording (2-3 minutes) introducing yourself and describing your experience with patient or customer phone calls. This is required; applications without a voice recording will not be considered
One paragraph on your experience with medical or healthcare work, if any. Any certification of HIPAA training or EHR training from prior work experience is highly encouraged; please mention it in your answer
Your expected hourly rate and your internet speed test result (speedtest.net screenshot)

Working Hours
Full time, 40 hours/week, during US Pacific Time business hours (approximately 8:00 AM to 5:00 PM PT, Monday to Friday). You must be available and reliable during this window.
Skill Requirements (select on the form)
English (speaking and writing), Customer Service, Phone Support, Data Entry, Medical Services, Admin Assistant, Scheduling