Optometry Virtual Assistant - Front Desk, Billing & Claims Specialist at Winning Assistants

Job Title: Optometry Virtual Assistant – Front Desk, Billing & Claims Specialist

Job Code: TSA-OPT-Thanh

Position Type: Full-time

Salary: $5–$6 per hour (depending on experience)

Workplace: Remote

Preferred Candidate Location: Philippines and Latin America

Work Hours:

• Monday to Friday: 10:00 AM to 6:00 PM CT (1 hour unpaid lunch: 2:00 PM to 3:00 PM)
• Saturday: 10:00 AM to 6:00 PM CT (1 hour unpaid lunch: 2:00 PM to 3:00 PM)
• Total Weekly Hours: Approximately 42 paid hours (excluding lunch)
• Overtime: Client is open to prorated additional hours at the standard hourly rate if overtime is required

About Our Client

Our client is seeking a highly skilled and experienced Optometry Virtual Assistant to support both front desk coordination and billing operations. This role is ideal for someone who thrives in a healthcare setting, has proven experience in optometry or medical billing, and is confident managing a high volume of calls and insurance-related tasks.

Core Responsibilities

Phone Coverage & Appointment Scheduling

• Answer incoming patient calls and return callbacks to fill open appointment slots.
• Improve the current 37% call answer rate by ensuring all inbound calls are handled promptly.
• Schedule appointments and place confirmation calls one day in advance to reduce no-shows.
• Contact family members on shared insurance plans to schedule additional visits.

Insurance & Billing

• Conduct insurance eligibility checks and copay inquiries.
• File medical and optometry insurance claims accurately and on time.
• Follow up on pending and denied claims.
• Apply working knowledge of ICD-10 and CPT codes.
• Use EMR and billing platforms to ensure accurate documentation.

Administrative Support

• Provide general front desk assistance remotely.
• Navigate and manage EMR systems, including insurance verification platforms.
• Use remote access tools to support ongoing administrative workflow tasks.

Requirements

Experience & Qualifications

• Medical/clinical degree: Not required
• Virtual Assistant Experience: Yes, with proven background in healthcare/optometry support
• Medical License: Not required
• Must-Have: Prior experience in optometry billing and medical claims processing

Skills & Tools

• Strong phone communication skills and calm, confident presence with patients
• Knowledge of ICD-10 and CPT coding (non-negotiable)
• Familiarity with HIPAA protocols
• Proficiency with EMRs (Crystal PM preferred), insurance systems, and call handling tools
• Ability to multitask and manage high call volumes independently
• High attention to detail in claims processing and scheduling
• Bilingual (English and Spanish) highly preferred, but strong billing experience may outweigh this
• Strong reliability, consistency, and desire for a long-term remote position

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.