About the role
Job Title: Medical Records & Charting Virtual Assistant
Position type: Part- Time (20 hours per week)
Work Schedule: Current schedule is Friday (4 hrs), Saturday (8 hrs), and Sunday (8 hrs). Wednesday and Thursday shifts may be added, with weekend hours adjusted as needed. All work will be performed within 10:00 PM – 7:00 AM Pacific Daylight Time.
Salary: $5 - $6 per hour, depending on experience
Location: Remote - Philippines
Client Overview and Job Summary
Our client is a fast-growing, premium medical aesthetics practice, dedicated to helping patients look and feel their best through safe, personalized, and evidence-based aesthetic treatments. Combining advanced medical expertise with a patien-first approach, the practice specializes in injectables, skin rejuvenation, laser treatments, wellness services, and medical weight management while maintaining the highest standards of patient care and safety.
We're looking for a detail-oriented Medical Records & Charting Virtual Assistant to support a busy medical aesthetics practice by ensuring patient charts are accurate, complete, and submitted on time. This role is ideal for someone who thrives in a fast-paced healthcare environment, understands the importance of HIPAA compliance, and enjoys working with medical documentation and digital systems.
Key Responsibilities
Upload edited patient photos into Moxie EHR while maintaining accurate documentation and HIPAA compliance.
Edit patient photos by removing backgrounds using the practice's RX application.
Upload AI-generated clinical notes from ScrapScriber into the appropriate patient charts.
Ensure all patient documentation, including photos and notes, is complete, accurate, and properly attached to the correct medical record.
Complete all charting within the required 24-hour turnaround time following patient appointments.
Maintain the integrity and confidentiality of patient medical records at all times.
Work efficiently across multiple healthcare platforms, including: RX App , Moxie Electronic Health Records (EHR) , ScrapScriber
Help streamline clinic operations by reducing the administrative workload of the operations team.
Requirements
Previous experience working in a medical or healthcare environment
Experience using Electronic Health Record (EHR) systems (Moxie experience is a plus)
Strong understanding of HIPAA regulations and patient confidentiality
Experience handling medical documentation and patient records
Photo editing skills, particularly background removal
Excellent attention to detail and organizational skills
Ability to meet strict deadlines consistently
Strong computer literacy and the ability to learn new software quickly
Ability to multitask across several applications and systems
Excellent communication and time management skills
Experience supporting a medical spa, aesthetics clinic, or cosmetic practice is highly preferred
Willingness to work exclusively with our practice during scheduled hours
Key Performance Indicators (KPIs)
Completing 100% of patient charts within the required 24-hour turnaround
Accurate photo editing and uploading to the correct patient charts
Accurate documentation and note uploads with minimal errors
Maintaining full HIPAA compliance and patient confidentiality
Helping reduce administrative charting workload for the operations team, allowing them to focus on higher-level operational responsibilities
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 25 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, trainings, or allowances listed are optional contractor perks and not employee benefits.
Originally posted on Himalayas