Medical Virtual Assistant - SR

Department: Healthcare

Work Arrangement: Remote

Job Type: Independent Contractor, Full Time

Work Schedule: US Time Zone (expected to be flexible with the client's preference)

Locations: Philippines, LATAM, South Africa, Kenya, and other remote regions with excellent English communication skills

Pearl works with the top 1% of candidates from around the world and connects them with the best startups in the US and EU. Our clients have raised over $5B in aggregate and are backed by companies like OpenAI, a16z, and Founders Fund. They re looking for the sharpest, hungriest candidates who they can consistently promote and work with over many years.

Candidates we ve hired have been flown out to the US and EU to work with their clients, and even promoted to roles that match folks onshore in the US.

Hear why we exist, what we believe in, and who we re building for: WATCH HERE

Why Work with Us?

At Pearl, we re not just another recruiting firm—we connect you with exceptional opportunities to work alongside visionary US and EU founders. Our focus is on placing you in roles where you can grow, be challenged, and build long-term, meaningful careers.

The Medical Virtual Assistant manages the end-to-end lifecycle of medical records—from initial request through final delivery—ensuring accuracy, compliance, and timely processing across all documentation touchpoints.

This role blends healthcare coordination with meticulous document management. You ll own medical records retrieval, digital monitoring, quality verification, and provider communication so downstream teams receive complete, organized, and compliant documentation. This role is ideal for detail-oriented healthcare operators who thrive in structured, process-driven environments and take pride in precision and HIPAA compliance.

Your work ensures uninterrupted operational continuity by keeping medical documentation accurate, complete, and on time. Through rigorous monitoring and quality control, you ll reduce turnaround times, prevent gaps, and safeguard client satisfaction. Your diligence in provider coordination and verification will minimize errors and support informed decision-making based on reliable records.

Medical Records Coordination & Management — 30%

• Request, track, and organize medical records from providers and facilities
• Initiate requests and manage systematic follow-ups to ensure timely receipt
• Communicate with provider offices to resolve delays or discrepancies
• Coordinate ROI processes and ensure authorization requirements are met
• Maintain real-time tracking of outstanding requests and statuses
• Navigate provider-specific compliance protocols and requirements
• Build professional relationships with provider offices

Document Monitoring, Capture & Routing — 25%

• Monitor email inboxes, fax dashboards, provider portals, and secure websites
• Download and log incoming records promptly across all channels
• Apply correct file naming, categorization, and storage standards
• Upload documents into appropriate sections of internal systems
• Route documents to correct teams or case files without delay
• Maintain uninterrupted monitoring cadence to prevent missed items

Quality Review & Verification — 20%

• Review records for accuracy, completeness, and organization
• Validate documentation against original requests and requirements
• Serve as final quality checkpoint prior to delivery
• Identify and flag errors, omissions, or inconsistencies
• Ensure sensitive information is handled securely and appropriately
• Conduct periodic quality audits on workflows

Data Entry & System Management — 15%

• Enter and catalog records securely in internal databases
• Maintain structured trackers with channels, timestamps, and statuses
• Update completion dates and delivery confirmations
• Keep digital filing systems clean and retrieval-ready
• Generate reports on turnaround time and completion rates

Internal Communication & Escalation — 10%

• Communicate status updates and blockers to internal teams
• Escalate unresponsive providers or quality issues appropriately
• Document issues and resolutions clearly within systems
• Prepare concise summaries and status reports for stakeholders
• Coor…