# Virtual Medical Receptionist - ICANotes Experience REQUIRED

**Company:** [Staffing for Doctors](https://jobs.workable.com/companies/gAA8yfeXYbnEZ4xxJycpWn.md)
**Location:** Remote
**Workplace:** remote

[Apply for this job](https://jobs.workable.com/view/d9624ef4-a92a-4480-b8a3-bbf4fc59431d)

## Description

We are seeking a detail-oriented, articulate, and reliable **Virtual Medical Receptionist** with direct, hands-on **ICANotes EHR** experience to support our outpatient practice. In this key patient-facing role, you will take ownership of inbound/outbound phone communications, appointment scheduling, insurance verification, and administrative task management.

The ideal candidate brings strong front-desk office experience, clear verbal English communication skills, and comfort navigating **ICANotes** and **Office Ally** from day one to keep clinic workflows running smoothly. _(Behavioral health clinical experience is not required, but ICANotes EHR mastery is mandatory)._

**Working Environment & Core Schedule**

-   **Role Title:** Virtual Front Desk Medical Receptionist
-   **Status:** Full-Time (40 Hours / Week)
-   **Schedule:** Monday – Friday, 8:00 AM – 5:00 PM CST (US Central Standard Time)
-   **Core EHR & Systems:** **ICANotes EHR (Mandatory)**, **Office Ally**, and Cloud/VOIP Phone Systems

**Top 3 Daily Tasks**

1.  **Inbound & Outbound Patient Phone Management:** Answer incoming calls promptly, address administrative inquiries, deliver warm customer service, and place outbound follow-up calls.
2.  **Appointment Scheduling & Communication:** Manage provider calendars, book and confirm patient appointments, and handle patient messaging across existing practice systems.
3.  **Insurance Verification (IV) & EAP Support:** Conduct real-time insurance eligibility checks, verify active benefits/copays, and assist with Employee Assistance Program (EAP) authorization documentation.

**Core Responsibilities**

-   **Front-Desk Call Operations:** Serve as the primary voice of the practice—managing high-volume phone traffic, returning missed calls, and taking detailed, accurate messages.
-   **ICANotes Calendar & Workflow Management:** Schedule, reschedule, and cancel patient appointments in **ICANotes EHR**, keeping provider schedules optimized and reducing no-shows.
-   **Insurance & EAP Verification:** Verify insurance coverage, eligibility, copays, and deductibles using **Office Ally** or payer portals, and follow up on EAP authorization requirements.
-   **Front-Office Administration:** Process incoming emails, upload and categorize patient intake documents, update chart demographics, and manage daily administrative tasks.
-   **Patient & Provider Coordination:** Route clinical messages appropriately, relay non-clinical updates to patients, and maintain compliance across all daily interactions.

## Requirements

-   **EHR System Requirement (Mandatory):** Direct, hands-on experience using **ICANotes EHR**. Must be able to navigate chart notes, scheduling calendars, and task queues without basic platform training.

-   **Clearinghouse & Billing Portal Experience:** Familiarity with **Office Ally** for insurance verification or document workflows.
-   **Front-Office Background:** Proven experience as a medical receptionist handling patient calls, scheduling, and insurance verification (IV).
-   **Communication Skills:** Excellent, clear spoken and written English communication skills for professional patient interactions.
-   **Technical Setup:** Private, HIPAA-compliant home office with a reliable computer (PC/Mac), high-speed primary internet, backup power/internet, and a noise-canceling USB headset.

**Preferred Qualifications**

-   **EAP Knowledge:** Prior experience logging or tracking Employee Assistance Program (EAP) authorizations.

**Ideal Candidate Profile**

You are an organized, dependable medical receptionist who knows ICANotes inside and out. You excel at multi-tasking between friendly patient calls, schedule management, and verifying insurance benefits through Office Ally with speed and accuracy.