Pediatrics Admin & Front Office Support

About this role

Pediatrics Admin & Front Office Support Remote | Pediatrics | Part-Time, 30 hours/week initially | $5-$6/hour Target Start Date: September 14, 2026 Future Schedule: Expected to increase to approximately 40 hours/week as the practice opens and patient volume grows About the Role We are looking for a highly organized, proactive, and adaptable Virtual Medical Assistant to support a growing pediatric practice during its pre-opening and early growth stages. This is not a traditional, narrowly defined Medical VA position. During the startup phase, you will work closely with the physician as an administrative and personal assistant , helping coordinate meetings, calendars, vendors, projects, communications, and clinic setup activities. As the practice begins seeing patients, your responsibilities will gradually transition toward front-office and medical administrative support , including scheduling, patient intake, insurance verification, and patient communication. The ideal candidate is comfortable working in a growing environment where priorities can change, takes ownership without needing constant reminders, and can independently identify what needs to be done next. Key Responsibilities 1. Executive, Administrative & Calendar Support Manage and organize the physician's calendars, ensuring meetings, deadlines, agendas, links, documents, and preparation materials are consolidated in one place. Attend administrative and vendor meetings as needed, take clear notes, document action items, and help ensure important follow-ups are completed. Serve as a proactive accountability partner by tracking deadlines, projects, tasks, and outstanding items without requiring constant reminders. 2. Front Office & Patient Communication Manage incoming patient calls, emails, texts, voicemails, and initial inquiries professionally once the clinic begins accepting patients. Assist prospective and existing families with scheduling, follow-ups, basic questions, and other front-office communication needs. Provide a warm, professional first point of contact that reflects the patient-centered experience expected from a pediatric practice. 3. Patient Scheduling, Intake & Registration Coordinate end-to-end patient scheduling, including new patient appointments, follow-ups, rescheduling, and appointment-related communication. Support patient intake and check-in by ensuring required demographic, administrative, and insurance information is collected accurately. Maintain organized patient information and appointment records within eClinicalWorks (eCW) while following established clinic workflows. 4. Insurance Verification & Administrative Support Verify commercial insurance coverage and determine whether patient insurance plans are active, pending, or require additional follow-up. Complete insurance eligibility and benefit verification before appointments and document findings accurately for the practice. Assist with insurance-related administrative tasks and potentially prior authorizations as clinic processes expand. 5. Vendor, Research & Project Coordination Research vendors, clinic equipment, software, and other operational needs and compare available options based on cost, features, and suitability. Organize research findings, pricing comparisons, project updates, and recommendations using spreadsheets and other tracking tools. Follow up with vendors and internal stakeholders to keep clinic setup projects progressing according to established timelines. 6. Process Documentation & SOP Development Document recurring workflows and administrative processes as the clinic develops its operating procedures. Create clear step-by-step SOPs for tasks such as scheduling, patient communication, insurance verification, and other recurring activities. Continuously identify opportunities to organize, standardize, and improve workflows as the practice grows. Must-Have Qualifications Hands-on experience with eClinicalWorks (eCW) is REQUIRED. Candidates without prior eCW experi

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