Medical Administrative & Provider Coordination VA

This is a remote position.

Employment Type: Part-Time

Initial Hours: 15–20 hours per week

Work Arrangement: Remote

Role Overview

The VA will provide administrative support, provider communication, document organization, administrative tracking, and quality checks.

The goal is to help streamline your existing processes, reduce your administrative workload, and ensure that documentation and provider-related requests are properly organized and tracked.

Key Responsibilities

• 1. Medical Administrative Support

• Assist with organizing medical documentation and administrative records.

• Maintain accurate digital files and documentation.

• Support the preparation and organization of documents for provider review.

• Assist with administrative workflows between Global Vets Consulting and its medical providers.

• 2. Nexus Letter / IMO Coordination

• Assist with coordinating documentation requests between your company and medical providers.

• Track pending requests and completed documentation.

• Follow up on missing or incomplete administrative information.

• Organize received Nexus Letters and related documentation.

• 3. Document Management and Data Entry

• Maintain organized electronic records.

• Enter and update administrative information accurately.

• Ensure documents are properly labeled, saved, and easy to retrieve.

• Assist with extracting and organizing information from documents when required.

• 4. Quality Assurance

• Check completed documents for administrative accuracy and completeness.

• Verify identifying information, including the veteran's name and Social Security number, against the appropriate source documents.

• Identify missing information or inconsistencies.

• Flag discrepancies for your review or the provider's correction.

• 5. Provider Communication

• Assist with administrative communication and follow-ups with your medical providers.

• Track outstanding documentation and requests.

• Help ensure completed documents are received and properly recorded.

• Maintain organized records of provider-related communications.

• 6. Administrative Tracking and Reporting

• Update the status of pending and completed requests.

• Maintain an organized tracking system.

• Prepare simple status updates when needed.

• Help ensure you have visibility into outstanding administrative tasks.

• 7. AI-Assisted Administrative Support

• Utilize ChatGPT and other approved AI tools to assist with administrative tasks.

• Support information organization and existing AI-assisted workflows.

• Follow your instructions regarding approved tools and confidential information.

Qualifications

We will prioritize candidates who have:

• Previous administrative support, data entry, or document management experience.

• Healthcare administration or medical records experience, preferably.

• Strong attention to detail and organizational skills.

• Experience handling confidential information.

• Familiarity with HIPAA and medical data confidentiality.

• Experience with document verification and quality checking.

• Familiarity with ChatGPT and AI-assisted workflows.

• Good written communication skills.

• The ability to work independently and follow established procedures.

• Tools

Relevant tools and systems may include:

• ChatGPT

• GoHighLevel

• Google Workspace or Microsoft Office

• Email and communication platforms

• Digital document management systems

• We will prioritize candidates who are comfortable learning and working within your existing systems and workflows.

• Working Style**

• As discussed, we will look for someone who is mission-focused, reliable, detail-oriented, and comfortable working independently.

• We understand that you prefer to establish the task and parameters, provide guidance when needed, and allow the VA to handle the work without requiring constant supervision.

• The VA should be collaborative, able to ask questions when clarification is necessary, and focused on completing assigned tasks efficiently.