Company: Ascension Business Solutions LLC Work Setup: Remote (Full-Time) Schedule: U.S. Business Hours (Graveyard Shift – PH Time) Compensation: Competitive compensation package starting at ₱30,000 - ₱45,000 commensurate with experience and role alignment Role Overview The Clinical Manager Virtual Assistant provides administrative and operational support to the clinical team by managing basic intake workflows, verifying patient eligibility, coordinating schedules, and maintaining accurate patient records. This role helps ensure that new referrals are processed efficiently, required information is collected, patient eligibility is confirmed, and visits are scheduled according to agency procedures and clinician availability. The Clinical Manager VA does not provide direct patient care, make clinical decisions, or perform duties that require professional clinical licensure. All clinical concerns must be escalated to the appropriate licensed healthcare professional. Key Responsibilities 1. Intake and Referral Management * Receive and review new patient referrals from hospitals, physicians, facilities, insurance providers, and other referral sources. * Enter referral and patient information accurately into the agency’s electronic medical record or scheduling system. * Confirm that all required referral documents have been received. * Identify missing information, signatures, orders, or supporting documentation. * Follow up with referral sources, patients, caregivers, or internal team members regarding incomplete information. * Maintain an organized referral tracker and update each referral’s status. * Route completed referrals to the appropriate clinical team member for review and acceptance. * Document all referral-related communication accurately and promptly. 2. Eligibility and Insurance Verification * Verify patient demographics, insurance information, and coverage details. * Confirm active insurance eligibility using approved payer portals, verification systems, or established agency procedures. * Review available information regarding authorization requirements, service limitations, and coverage dates. * Identify missing or inconsistent insurance information. * Contact insurance companies or referral sources when additional verification is needed. * Upload or document eligibility results in the appropriate system. * Escalate coverage concerns, authorization issues, or unclear benefits to the designated billing, intake, or clinical leader. * Protect patient information and follow HIPAA and company privacy requirements. 3. Scheduling and Care Coordination Support * Schedule initial assessments, start-of-care visits, evaluations, follow-up visits, and other approved appointments. * Match patients with available clinicians based on location, availability, discipline, and agency guidelines. * Confirm schedules with patients, caregivers, nurses, therapists, and other assigned team members. * Communicate schedule changes, cancellations, and appointment updates promptly. * Monitor unassigned visits and scheduling gaps. * Assist with rescheduling missed or canceled visits. * Maintain accurate schedules within the agency’s scheduling or electronic medical record system. * Escalate urgent scheduling concerns, staffing limitations, or delayed start-of-care cases to the appropriate manager. 4. Clinical Operations Support * Prepare referral and scheduling information for clinical review. * Monitor pending admissions, start-of-care deadlines, and incomplete intake requirements. * Assist the Clinical Manager or Director of Nursing with basic administrative follow-ups. * Track physician orders, certifications, plan-of-care documents, or other required paperwork as assigned. * Follow up with clinicians regarding missing non-clinical documentation. * Support coordination between intake, scheduling, billing, recruitment, and clinical departments. * Maintain daily or weekly reports on referrals, eligibility status, admissions, and scheduling activity. 5. Communication and Documentation * Communicate professionally with patients, families, referral sources, clinicians, and internal departments. * Document calls, emails, status updates, and follow-up actions clearly. * Provide timely updates regarding pending referrals, eligibility issues, and scheduling concerns. * Escalate patient complaints, clinical questions, safety concerns, or changes in condition to a licensed healthcare professional immediately. * Maintain confidentiality and exercise discretion when handling protected health information. Required Qualifications * At least one year of experience in healthcare administration, home health, home care, medical scheduling, intake coordination, or a related role. * Experience handling patient intake, insurance eligibility, referrals, or healthcare scheduling is preferred. * Familiarity with healthcare terminology and patient documentation. * Strong written and verbal English communication skills. * Strong attention to detail and data-entry accuracy. * Ability to manage multiple referrals, deadlines, and follow-up tasks. * Ability to recognize issues that require escalation. * Strong organizational, time-management, and problem-solving skills. * Comfortable communicating with patients, caregivers, clinicians, insurance representatives, and referral partners. * Ability to work independently while following established procedures. Preferred Qualifications * Experience supporting a home health, hospice, home care, or senior care organization. * Familiarity with Medicare, Medicaid, commercial insurance, or managed care eligibility verification. * Experience using electronic medical record, scheduling, or healthcare management platforms. * Experience with systems such as Homecare Homebase, WellSky, AxisCare, Axxess, AlayaCare, MatrixCare, or similar platforms. * Knowledge of HIPAA, patient confidentiality, and healthcare documentation requirements. * Prior experience working remotely as a healthcare Virtual Assistant. Training & Performance Expectations * All Virtual Assistants undergo structured onboarding and role-based training * Client-specific systems, workflows, and standards are taught during onboarding * Ongoing coaching, performance reviews, and feedback are part of the role * Success is measured by accuracy, reliability, communication, and adherence to process Compensation & Benefits: Ascension Business Solutions offers a structured, long-term employment opportunity designed to support stability, growth, and professional development. * Competitive compensation package starting commensurate with experience and role alignment * Paid training and structured onboarding * Fully remote work setup, including a company-issued laptop and noise-canceling headset (subject to role and eligibility guidelines) * HMO health coverage, subject to company eligibility requirements * Performance-based annual salary increases * Paid Time Off (PTO) to promote work-life balance and well-being * Retention bonus for long-term team members * Referral bonus program * Performance bonuses and incentive programs are available upon reaching 6 months of tenure Why Join Ascension Business Solutions? * You are not working alone—you are backed by a company * Clear SOPs, documentation, and escalation support * Long-term stability with role mobility and growth opportunities * Structured training, coaching, and performance management * Values-driven culture guided by Love, Support, and Excellence Disclaimer: Responsibilities may evolve based on business needs and client assignments. Employment is at-will. How to Apply: Complete the Application Form and include the following: * Vocaroo introduction link * Updated resume * Device specifications screenshot * Internet speed test result ⚠️ Incomplete applications may not be processed.