Part-Time Medical Records & Charting Virtual Assistant

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