Virtual Assistant, Patient Intake & Administrative Support

Note: This job will only be 9-5pm on Wednesday for now and will be $5 an hour to start.

About KieTre:
KieTre is a medical led practice serving patients across Nevada, Idaho, New Mexico, and Arizona. We provide primary care and behavioral health through our clinic, and aesthetic and wellness services through KieTre Wellness & Aesthetics. Our values are compassion, integrity, and excellence.

About the role:
We are looking for a remote Virtual Assistant to handle patient intake and administrative support for both sides of our practice. This is a behind the scenes role. You will be the person who makes sure every appointment is scheduled correctly, every form comes back completed, every chart is ready before the provider opens it, and nothing falls through the cracks.

This is an administrative position. You will not provide medical advice, perform clinical work, or make care decisions. Anything requiring clinical judgment goes straight to the provider.

What you will do:

1) Patient intake and records

• Send intake packets, consent forms, and screening questionnaires by email and text
• Track completion and follow up on anything outstanding
• Enter completed intake information into the EHR before appointments
• Prepare charts by uploading records, referrals, labs, and imaging
• Request and maintain outside medical records and Release of Information requests
• Scan, upload, organize, and audit documentation for completeness

2) Insurance and billing support

• Verify insurance eligibility, benefits, copays, and prior authorizations
• Update insurance information in the EHR
• Prepare invoices and financial summaries for the Business Operating Manager
• Verify demographics, track authorizations, and gather missing billing information

3) Referrals and orders

• Process incoming and outgoing referrals and obtain consultation notes
• Coordinate with specialist offices
• Enter provider approved lab and imaging orders and track results
• Coordinate prescription refill requests and pharmacy changes for provider review

4) Communication

• Answer incoming calls, return voi cemail s, and respond to portal messages and email
• Route all clinical concerns to the provider immediately
• Conduct non clinical follow up calls including appointment confirmations, no show follow up, and outstanding paperwork
• Respond to website inquiries and online appointment requests when assigned

What we are looking for

• Hands on EHR or practice management system experience
• Working knowledge of HIPAA
• Clear, professional, warm communication in English, written and spoken
• Reliable high speed internet, a quiet workspace, and a headset
• Consistent availability during Pacific Time business hours

Preferred

• Insurance verification and prior authorization experience
• Familiarity with Tebra, Headway, Spruce, or GlossGenius
• Experience with behavioral health screening forms