Pearl Talent is seeking a Medical Virtual Assistant (AP010) to own the complete lifecycle of medical records, from initial request through to final delivery. You will ensure accuracy, compliance, and timely processing across all documentation touchpoints, blending healthcare coordination with meticulous document management.
What You'll Do
- Request, track, and organize medical records from providers and facilities.
- Initiate requests and manage systematic follow-ups to ensure timely receipt.
- Communicate with provider offices to resolve delays or discrepancies.
- Coordinate ROI processes and ensure authorization requirements are met.
- Maintain real-time tracking of outstanding requests and statuses.
- Navigate provider-specific compliance protocols and requirements.
- Build professional relationships with provider offices.
- Monitor email inboxes, fax dashboards, provider portals, and secure websites for incoming records.
- Download and log incoming records promptly across all channels.
- Apply correct file naming, categorization, and storage standards.
- Upload documents into appropriate sections of internal systems.
- Route documents to correct teams or case files without delay.
- Maintain uninterrupted monitoring cadence to prevent missed items.
- Review records for accuracy, completeness, and organization.
- Validate documentation against original requests and requirements.
- Serve as final quality checkpoint prior to delivery.
- Identify and flag errors, omissions, or inconsistencies.
- Ensure sensitive information is handled securely and appropriately.
- Conduct periodic quality audits on workflows.
- Enter and catalog records securely in internal databases.
- Maintain structured trackers with channels, timestamps, and statuses.
- Update completion dates and delivery confirmations.
- Keep digital filing systems clean and retrieval-ready.
- Generate reports on turnaround time and completion rates.
- Communicate status updates and blockers to internal teams.
- Escalate unresponsive providers or quality issues appropriately.
- Document issues and resolutions clearly within systems.
- Prepare concise summaries and status reports for stakeholders.
- Coordinate across teams to maintain workflow continuity.
What We're Looking For
- 1 - 2+ years managing or processing medical records or healthcare documentation.
- Strong understanding of medical terminology and clinical formats.
- HIPAA compliance experience and secure data handling.
- Familiarity with provider systems and healthcare workflows.
- Proficiency navigating portals, PDFs, secure sites, and fax dashboards.
- Strong document management and file organization skills.
- Google Sheets / Excel for tracking and reporting.
- Ability to manage multiple digital channels simultaneously.
- Exceptional attention to detail and QA discipline.
- Proven accuracy in repetitive, high-volume workflows.
- Process-driven execution with strict SOP adherence.
- Clear written and verbal English for provider and internal coordination.
- Professional, diplomatic issue resolution and escalation.
- Dependable, proactive, and ownership-driven.
- Comfortable working independently in remote settings.
- Reliable PST/EST working-hour overlap.
Nice to Have
- 3+ years in medical records coordination.
- Experience with Datavant, ChartSwap, MRO, CIOX/HealthPort, Verisma, or Sharecare.
- Legal medical records or personal injury case exposure.
- Familiarity with Clio, MyCase, or similar systems.
- Medical chronologies or case summary experience.
- Health information management or coding background.
- AI-assisted document processing exposure.
Technical Stack
- PDF editors (Adobe Acrobat) and document utilities.
- Email, Slack, Gmail; professional healthcare communication tools.
- Secure provider portals and fax dashboards.
- Google Sheets / Excel.
- Cloud storage and organized filing protocols.
- Medical records platforms (Datavant, CIOX/HealthPort, MRO, ChartSwap, Verisma, Sharecare).
- Case management (Clio, MyCase).
- EMR/EHR familiarity.
- Task tracking (Asana, ClickUp, Trello, Notion).
- AI summarization or document intelligence tools.
Benefits & Compensation
- Competitive Salary: Based on experience and skills.
- Remote Work: Fully remote — work from anywhere.
- Generous PTO: In accordance with company policy.
- Direct Mentorship: Access to global industry leaders.
- Learning & Development: Continuous growth resources.
- Global Networking: Work with international teams.
- Health Coverage (Philippines only): HMO after 3 months (full-time).
Work Mode
This is a fully remote position open globally to candidates in locations such as the Philippines, LATAM, South Africa, Kenya, and other remote regions with excellent English communication skills.
Pearl Talent is an equal opportunity employer.
