Pre-Visit Chart Preparation Specialist

About the role

We are looking for a dedicated Virtual Medical Assistant who specializes in pre‑visit chart preparation for a high‑volume multispecialty clinic. The role is fully remote and focuses on ensuring every patient chart is complete, accurate, and ready 24–48 hours before the scheduled appointment.

Key responsibilities

• Prepare and audit patient charts 24–48 hours prior to appointments, confirming demographics, active insurance, PCP assignment, and required referrals/authorizations.
• Identify missing or incorrect documentation, resolve issues proactively, and communicate gaps to patients and clinic staff.
• Verify insurance eligibility and benefits using payer portals and outbound calls.
• Calculate and convey patient financial responsibility based on fee schedules.
• Flag inactive coverage, coordination‑of‑benefits (COB) issues, or authorization requirements immediately.
• Coordinate with PCP offices to obtain referrals and ensure add‑on patients are fully prepped.

Required profile

• Minimum 1–2 years of hands‑on chart preparation experience in a U.S. medical practice.
• Proven experience preparing charts prior to patient intake, not limited to data entry or scheduling.
• Demonstrated ability to verify referrals, authorizations, insurance eligibility, and benefits.
• Strong communication skills to explain patient financial responsibility before visits.

Required skills

• Experience with payer portals such as Availity, UnitedHealthcare (UHC), Tricare, and Cigna.
• Insurance eligibility and benefits verification.
• Chart audit and documentation verification.

What we offer

• Remote work flexibility.
• Opportunity to support a fast‑growing multispecialty clinic.
• Collaborative virtual team environment.