Part-time Medical Records & Charting Virtual Assistant

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.