Virtual Assistant (Back Office – ICBC & WSBC Support) | Remote (Philippines)

Dear talented job seekers,
Hi! This is a job recruitment posting from Evergreen Rehab & Wellness, a leading multidisciplinary Rehab & Wellness Clinic in Greater Vancouver, British Columbia, Canada.

We are currently expanding and seeking a Superstar Virtual Assistant to support our insurance-related administrative tasks and clinic operations. This role is essential in ensuring a smooth workflow for our clinic, practitioners, and patients.

Key Responsibilities:
1. Email Management & Organization
Regularly check and categorize clinic emails
Prioritize urgent emails and ensure timely responses
Organize email threads related to insurance claims, billing, and patient cases

2. ICBC & WSBC Billing Support
Submit invoices via the HCPIR and WSBC portals
Record payments received and track outstanding invoices
Follow up on unpaid claims and ensure timely collections

3. ICBC & WSBC Case Management
Track ongoing ICBC and WSBC cases for assigned clinics
Maintain and update case progress reports
Communicate with insurance adjusters, patients, and practitioners regarding case details

4. Appointment Coordination & Concierge Service
Pre-schedule ICBC & WSBC patient appointments to ensure consistent treatment
Assist in rescheduling or confirming appointments as needed
Keep practitioners updated on patient scheduling and treatment plans

5. New Patient Intake & Documentation
Send consent forms and intake forms to new patients before their first visit
Ensure all necessary forms are completed and submitted correctly
Maintain a well-organized digital record of patient intake forms

6. Charting Compliance & Follow-ups
Regularly check that practitioners complete charting on time
Send reminders and escalate issues if charting is incomplete
Ensure compliance with clinic policies and ICBC/WSBC documentation standards

7. Insurance & Billing-Related Back Office Tasks
Handle all additional administrative tasks related to insurance claims and billing
Support the clinic team in ensuring compliance with ICBC & WSBC regulations
Assist in maintaining billing SOPs and process documentation

Communication & Work Schedule
???? Communication via Microsoft Teams: All communications, task updates, and team collaboration will take place on Microsoft Teams. The VA must be comfortable using this platform daily.

???? Pacific Time Zone Overlap Required: Since this role requires regular communication with our Vancouver-based team (domestic admins, managers, and clinic directors), applicants must be available for work hours that overlap with Pacific Time (PT) for at least 3-4 hours per day.

Why Join Us?
? Full-time, 40 hours per week (remote work)
? Competitive monthly salary + 13th-month bonus after 12+ months of good standing
? Long-term & stable position – We have 7 other VAs, many of whom have been with us for years
? Training & support provided – Our VA manager will oversee your work and guide you
? Work-from-home setup – No commute, flexible & independent work environment

What We’re Looking For:
? Excellent English communication skills (written & spoken)
? Detail-oriented & highly organized
? Experience in billing & insurance-related admin work (preferred)
? Proficiency in Microsoft Teams, Word, Excel, Gmail, and cloud-based systems
? Fast learner & problem solver
? Background in healthcare/insurance is a plus but not required
? Responsive to emails/messages & good at following up on tasks
? Comfortable working in Pacific Time Zone (PT) overlap for 3-4 hours daily

Interview Process & How to Apply
We will conduct interviews via Zoom, so please ensure you have an account and the Zoom app installed.

???? To apply, please submit your most updated CV along with your email address so we can get in touch with you quickly.

We look forward to hearing from you!

Thank you!
Evergreen Rehab & Wellness Hiring Team