Medical receptionist & practice admin - athena experience required

We are seeking an exceptionally experienced, autonomous Virtual Medical Receptionist & Practice Administrative Specialist to take full ownership of administrative and front-office operations for a solo cash-pay healthcare practice in Texas specializing in Women’s Health.

In this high-impact position, you will step in as the primary operational backbone for a solo physician—managing high-volume Athena EHR portal communications, capturing patient payments and cards-on-file, uploading lab results, processing referrals and prior authorizations, and resolving outstanding billing balances.

Working Environment & Core Schedule

Role Title: Virtual Medical Receptionist & Practice Administrative Specialist
Practice Type: Solo Cash-Pay Women’s Health Practice (Texas)
Status: Full-Time (40 Hours / Week)
Schedule: Monday – Friday, 8:00 AM – 5:00 PM CST (Central Standard Time)

Core EHR: Athenahealth (Athena EHR) (Expert level - Non-negotiable)
Practice Focus: Cash-pay payments/collections, women's health clinical support, patient portal triage

Top 3 Daily Tasks

• Patient Portal & Email Communication Management: Manage and respond to high-volume patient portal messages, emails, and routine administrative requests with warm, empathetic, and clear English communication.
• Athena Charting & Clinical Admin Work: Triage incoming diagnostic/lab results, upload reports into patient charts, process prior authorizations and outbound referrals, and maintain pristine Athena EHR records.
• Payments, Billing & Collections: Manage cash-pay checkout procedures, capture and store cards-on-file, post payments, and follow up proactively on outstanding balances and account receivables.

Core Responsibilities

• Athena EHR Management: Manage patient check-ins, chart updates, task queues, and clinical document uploads independently with minimal supervision.
• Cash-Pay Financial Management: Process patient payments, manage card-on-file billing systems, send balance statements, and collect outstanding accounts receivable.
• Clinical Administrative Support: Prepare and track insurance prior authorizations, coordinate outbound specialty referrals with clinical documentation, and upload incoming lab results into correct patient charts.
• Patient Communication: Serve as the practice’s primary administrative contact—handling patient inquiries, scheduling, and billing questions via Athena portal and email with strict HIPAA compliance.
• Executive Practice Support: Provide flexible, high-level administrative and executive support to assist the solo provider in streamlining practice operations.

Athena EHR Expertise (Non-Negotiable)

Expert-level, hands-on experience in Athenahealth / Athena EHR capable of stepping in on Day 1 with zero system training required.

Women’s Health Experience

Direct prior background supporting a U.S. Women’s Health, OB/GYN, or specialized female integrative health clinic.

Cash-Pay & Billing Competency

Strong experience with patient payment collection, credit card processing systems, card-on-file management, and balance collections.

Prior Auths & Referrals

Hands-on experience submitting prior authorizations and managing outbound medical referrals.

English Fluency

Superior written and spoken English communication skills.

Independent Ownership

Self-directed mindset with the confidence to manage daily administrative workflows for a solo practitioner independently.

Remote Workspace

Dedicated, quiet, HIPAA-compliant home office equipped with a high-performance computer (PC/Mac), high-speed internet, backup power/internet solutions, and a headset.

Ideal Candidate Profile

You are an elite Athena EHR power-user who knows the ins and outs of women’s health administration. You take complete ownership of patient communication and billing collections, lifting the entire administrative weight off a solo physician's shoulders from day one.