Receptionist, Ins Verifications, Billing, Reminder Calls, Request documents and more

Hi! We are a health spa and massage practice based in Oregon, USA, and we are looking for a Virtual Assistant to help with our day-to-day administrative operations.

Our business operates 8:00 AM–7:00 PM Pacific Time, so we need someone whose working hours overlap somewhere within that time frame. You do not necessarily need to work the entire 8 AM–7 PM schedule, but we do need consistent availability during our Oregon business hours.

We are specifically looking for someone who has experience with some or all of the following:

• Running insurance eligibility and benefit verifications
• Calling clients and explaining their insurance benefits
• Answering incoming phone calls
• Booking, rescheduling, and managing client appointments
• Responding to email s
• Handling VA massage authorization and re-authorization requests
• Requesting medical documents and following up on missing paperwork
• Completing and faxing documents
• Following up on authorizations and insurance requirements
• Accounts receivable and payment posting
• Applying/posting insurance payments using Availity
• Keeping client accounts, authorizations, and paperwork organized
• General administrative support and follow-up

The systems we currently use

Vagaro – Scheduling & client management
GoTo – Phone system
SRFax – Faxing
Slack – Team communication
Gmail – Email
Availity – Insurance eligibility & payment information

Experience with these exact systems is a huge plus, but we are willing to train the right person on some of them.

We need someone who is very organized, dependable, comfortable speaking with American clients on the phone, has excellent spoken and written English, and can follow through on tasks without needing constant supervision.

If you are interested, please tell me:

1. Which of the responsibilities above do you already have experience with?
2. Which of these software systems have you personally used?
3. Have you worked for a massage clinic, chiropractic office, physical therapy clinic, medical office, spa, or another insurance-based practice?
4. What hours are you available to work in Pacific Time (Oregon time)?
5. How many hours per week are you looking for?
6. What is your hourly rate?
7. Please tell me about your experience speaking with clients/patients over the phone.

We are looking for someone long-term who can really learn our business, become part of our team, and help keep the front office running smoothly.