Medical Virtual Assistant (Healthcare / Sleep Clinic) - A308

Medical Virtual Assistant

Work Arrangement: Fully Remote CST working hours Job Type: Independent Contractor, Full-time Work Schedule: US time zone coverage required (CST daytime hours) (9:00 AM 5:00 PM CST)

Locations: LATAM: Mexico City (Mexico), Bogot (Colombia), Buenos Aires (Argentina), Metro Manila (Philippines), Central Visayas (Philippines), Central Visayas (Philippines)

About Pearl Talent

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:

Why Work with Us? At Pearl, we're not just another recruiting firmwe 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.

About the Company

Our client is a growing organization operating within the healthcare and medical data space. They support a wide range of data-driven services, including medical records retrieval, digital documentation processing, and AI-enabled workflow enhancements. Their environment blends healthcare expertise with modern technology to streamline accuracy, quality, and efficiency in records-based operations.

Role Overview

The Medical Virtual Assistant ensures the timely capture, organization, and routing of all incoming medical records, invoices, and related documentation. Operating within a fast-paced healthcare environment, this role is responsible for monitoring multiple digital channels to prevent missed documents and maintaining meticulously structured tracking systems. The work is process-driven, repetitive, and accuracy-focused, requiring someone who thrives in structured workflows and can maintain consistency throughout the day. This role is ideal for someone detail-oriented, reliable, and comfortable navigating multiple portals and document sources.

Your Impact:

You will directly support operational continuity by ensuring that no incoming document is missed, delayed, or misrouted. Your work will safeguard downstream teams from processing gaps, prevent operational bottlenecks, and maintain service-level expectations with healthcare partners. By maintaining a consistent monitoring cadence and high-quality tracking, you will help improve turnaround times, reduce errors, and contribute to a more efficient medical records workflow. Your diligence ensures reliable document flow across the organization.

Core Responsibilities

Inbound Monitoring & Capture

• Monitor email inboxes, fax dashboards, provider portals, and secure websites throughout the workday.
• Download all incoming records, invoices, and documents promptly.
• Ensure correct file naming, logging, and storage based on internal standards.
• Maintain uninterrupted monitoring coverage to prevent missed items.

Tracking & Documentation Management

• Update and manage structured tracking sheets documenting all channels and timestamps.
• Follow a consistent monitoring cadence to ensure full coverage across all accounts.
• Validate that all expected sources have been reviewed with no gaps.

Sorting & Document Routing

• Categorize documents into primary types (invoices vs. medical records).
• Upload files into the correct sections of internal proprietary systems.
• Ensure all uploads meet accuracy, formatting, and completeness expectations.

Cross-Team Coordination

• Communicate with internal teams regarding missing documents or unresponsive providers.
• Flag outdated or unusual provider websites requiring specialized handling.
• Provide concise, timely updates and escalate issues as necessary.