Rechel Parmis — Healthcare VA & Credentialing Specialist

Why hire Rei

Everything your clinic needs — handled.

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Credentialing that doesn't stall

Most credentialing delays come down to one thing: someone not following up. I manage the entire pipeline — from initial application and CAQH profile setup to NPI maintenance, DEA tracking, payer enrollment, and sanctions screening. I follow up with payers every two weeks, chase missing documents before they become problems, and keep your providers billable from day one. No revenue gaps. No surprises.

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Nothing falls through the cracks

I track every expirable credential at 120 days out — licenses, DEA certificates, malpractice coverage, board certifications, CAQH attestations, and re-credentialing cycles. Alerts go out before deadlines are urgent. Every action item lives in a structured tracker so you always know exactly where things stand. If something needs to escalate, I flag it immediately — not after the fact.

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Clinical-grade accuracy — backed by a pharmacy license

I'm not just an admin — I'm a licensed pharmacist with deep healthcare regulatory knowledge. That means I understand controlled substance schedules, prescription workflows, insurance formularies, and clinical documentation standards at a level most virtual assistants simply can't match. I catch errors before they become compliance issues, and I know when something needs to go to the clinician — not just a manager.

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Responsive across U.S. time zones

I've supported healthcare clients in Rhode Island, Michigan, and California — across EST, CST, and PST. I adapt my availability to match your clinic's hours, communicate clearly in writing and on calls, and turn tasks around the same day whenever possible. You won't need to follow up to find out where things stand — I'll already have told you.

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HIPAA-certified and compliance-aware

I hold an active HIPAA certification covering PHI handling, privacy and security rules, and state law compliance (including Texas HB 300 and California CMIA). I'm also familiar with 42 CFR Part 2 mental health confidentiality requirements, mandatory reporting obligations, and HIPAA-compliant telehealth platforms. Your patient data is always handled correctly — no shortcuts, no workarounds.

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Audit-ready files, every time

I build and maintain credentialing files structured to meet NCQA, URAC, CMS, and payer audit standards — complete with PSV documentation, committee decision letters, sanctions screening logs, privilege letters, and enrollment confirmations. Files are organized, clearly named, and retrievable on demand. If a payer or accreditor audits your clinic, your files will be ready within 24 hours — because I keep them that way year-round.

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End-to-end payer enrollment — no loose ends

From Medicare PECOS (855I/855B) and state Medicaid portals to commercial payers like BCBS, UHC, Cigna, Humana, and Tricare via i-IMPACT — I handle the full enrollment process. I submit applications, record tracking numbers, monitor status updates, respond to development requests on time, and maintain a live enrollment tracker for every provider. Claims don't get denied because of missed effective dates on my watch.

🤝

You'll never have to chase me

My Upwork clients used words like "reliable," "accountable," "solution-oriented," and "clear communicator" — not because I asked them to, but because that's genuinely how I work. I own my tasks from start to finish. I flag issues early, communicate status without being prompted, and finish the job with minimal revisions needed. Hiring me means one less thing on your plate — and that's exactly the point.

Work samples

See my process in action.

Live workflow sample

🩺 Insurance Verification Workflow Form

This is a fully operational insurance verification form I built and use with a behavioral health clinic. It walks staff through every step of the eligibility check process — from capturing patient demographics and insurance details, to documenting the verification call with the payer, confirming behavioral health and telehealth coverage, and logging any required follow-up actions. It replaces manual note-taking with a structured, repeatable workflow that any staff member can follow consistently. Click the button to open and explore it live.

Open form ↗

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Patient intake

Captures full name, date of birth, phone, email, address, and date of first appointment — everything needed to open a patient record

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Payer details

Dropdown-selects from major payers (BCBS, UHC, Cigna, Humana, Tricare, Medicare, Medicaid) plus free-text for unlisted plans; captures member ID, group number, and subscriber relationship

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Verification log

Documents the rep name, reference number, date verified, eligibility status, and effective/termination dates — creating a complete audit trail for every call

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Coverage details

Confirms behavioral health coverage, telehealth eligibility, office visit coverage, prior auth requirements, copay/coinsurance, deductible status, and annual session limits

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Admin follow-up

Flags required next steps — request authorization, call patient, update chart — plus a notes field for anything that needs the billing team's attention

Documentation sample

📄 Mental Health Clinic — MVA Standard Operating Procedures

A complete 5-SOP documentation package I developed for a mental health clinic's Medical Virtual Assistant program. This package covers everything an MVA needs to operate safely and compliantly — from scheduling new patients and running telehealth sessions, to processing medication refills, maintaining confidentiality under HIPAA and 42 CFR Part 2, and responding to mental health crises. Each SOP includes step-by-step procedures, escalation criteria, responsibility tables, and compliance checklists. Download the PDF to review the full documentation.

Request via WhatsApp

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MVA-001: Intake & Scheduling

Full new patient intake workflow — identity verification, EHR data entry, appointment scheduling with 2-option rule, insurance eligibility check, and escalation criteria for uninsured patients

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MVA-002: Telehealth Support

Pre-session link delivery (24 hrs prior), day-of patient check-in (15 min before), real-time waiting room monitoring, dropout callback protocol, and HIPAA-compliant platform requirements

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MVA-003: Medication Refills

Refill intake via phone, portal, or fax; patient identity verification; controlled substance routing rules (Schedule II–IV); prescriber inbox flagging; and patient communication scripts

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MVA-004: Confidentiality Standards

Communication channel rules (phone, portal, encrypted email, SMS), tone and language standards for mental health patients, PHI handling requirements, ROI procedures, and mandatory reporting exceptions

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MVA-005: Crisis Response Protocol

Step-by-step crisis script — stay on the line, alert clinician, ask safety question, provide 988/Crisis Text Line resources, warm-transfer to on-call clinician, and complete incident report within 1 hour

Credentialing documentation sample

🗂️ Credentialing Specialist — Provider Enrollment SOPs

A comprehensive 6-SOP credentialing manual I developed for a mental health clinic's credentialing department. This package covers the full provider lifecycle — from initial application and primary source verification, to re-credentialing every 24 months, payer panel enrollment across Medicare, Medicaid, and commercial payers, monthly sanctions screening against OIG/SAM.gov/NPDB, and ongoing file maintenance to NCQA/URAC audit standards. These SOPs reflect real workflows I follow and maintain in my current credentialing role. Download the PDF to review the complete documentation.

Request via WhatsApp

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CS-001: Initial Credentialing

Full new provider workflow from packet transmission (Day 1) through committee approval (Day 45) — document checklist, PSV initiation, deficiency notices, committee submission, and post-approval payer enrollment

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CS-002: Re-Credentialing

120-day advance notice schedule, re-attestation requirements, performance and quality review, peer reference collection, and payer roster update within 30 days of privilege renewal

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CS-003: Payer Enrollment

Medicare PECOS (855I/855B), state Medicaid portals, commercial payer applications via CAQH DirectAssure, Tricare i-IMPACT — with live enrollment tracker and billing hold policy to prevent claim denials

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CS-004: Primary Source Verification

Verification matrix for license (state board), education (registrar), board certification (ABPN/ABMS), DEA (dea.gov), NPDB query, hospital privileges, and work history — with discrepancy escalation protocols

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CS-005: Sanctions Screening

Monthly OIG LEIE, SAM.gov, state Medicaid exclusion list, and NPDB screening for all providers and staff — with positive match response protocol and 10-year log retention for CMS audit readiness

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CS-006: File Maintenance

Required file components, retention schedules (7–10 years), expirables tracking with 120-day and 30-day automated alerts, weekly Monday audit routine, and NCQA quarterly self-audit checklist

Clinical operations sample

💊 Prior Authorization SOPs — Medication & Procedure

A 4-SOP prior authorization package I developed for a mental health clinic — covering the complete PA lifecycle from initial medication and procedure requests, to denial management and appeals, to real-time tracking and expiration monitoring. Each SOP includes step-by-step procedures, payer-specific guidance, CPT code references, denial reason tables with appeal strategies, and patient communication scripts. These workflows reflect how I actively manage PAs in clinical settings.

Request via WhatsApp

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PA-001: Medication PA Processing

Identifying PA requirements, gathering LMN & step therapy docs, submitting via payer portals, urgent/expedited requests, and communicating approval or denial to patient and clinician

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PA-002: Procedure & Service PA

Covers outpatient therapy, psych evaluations, neuropsych testing, IOP/PHP, telehealth, and referrals — with CPT code reference table and concurrent review/re-authorization workflow

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PA-003: Denial Management & Appeals

Denial reason codes with specific appeal strategies, Level 1 & Level 2 appeals, peer-to-peer review coordination, and patient communication scripts for every denial scenario

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PA-004: PA Tracking & Monitoring

Full PA Tracker field definitions, weekly/30-day/14-day/7-day monitoring schedule, weekly reporting to clinic manager, and audit-ready documentation retention standards

Client feedback

What clients say.

★★★★★

"Rechel exceeded expectations on my data entry project. She works efficiently, maintains high accuracy, and takes ownership of the task from start to finish. The final output required minimal revisions."

Data Organization Project · Upwork

Reliable Collaborative Committed to Quality Solution Oriented Clear Communicator Accountable for Outcomes

★★★★★

Five-star review on Upwork for virtual assistant support at a medical practice.

Virtual Assistant — Medical Practice · Upwork

Experience

Roles I've owned.

Credentialing Assistant

Confidential — Third-Party Credentialing Org

Feb 2026 – Present · Remote, USA

Manage provider credentialing and recredentialing workflows for multiple U.S. healthcare clinics through a third-party credentialing organization — coordinating document collection, application preparation, and committee-ready file assembly
Prepare and submit credentialing applications and payer enrollment packages to commercial insurance networks, ensuring all required documents are complete and accurate before submission
Track application status across multiple payers and conduct proactive follow-ups with insurance companies to minimize processing delays and prevent provider enrollment gaps
Maintain organized, audit-ready provider records including state licenses, NPIs, DEA certificates, malpractice insurance declarations, and compliance documentation — flagging expirations 120 days in advance
Coordinate directly with providers and clinic administrators to gather, verify, and update required credentialing documents, ensuring submissions are complete and on schedule
Process roster submissions, provider profile updates, and payer address changes across multiple payer portals — keeping enrollment records accurate and current

Back Office Administrative Assistant

Confidential Client

Mar 2026 – Present · Remote, USA

Coordinate and process onboarding paperwork for healthcare students and clinical preceptors, ensuring all documentation meets program requirements and is completed before placement deadlines
Serve as the primary liaison between students, preceptors, and academic institutions — facilitating communication, resolving administrative bottlenecks, and ensuring timely completion of placement requirements
Track documentation status, rotation approvals, and milestone completions across multiple concurrent student placements — maintaining a clear status log so nothing is overlooked

Senior Patient Care Coordinator / Medical Administrative Assistant

The Hope Wellness Center — Newport, RI

Feb 2025 – Jan 2026 · Remote

Led the clinic's insurance credentialing and provider enrollment processes end to end — preparing and submitting payer applications, tracking enrollment status across multiple payers, and following up to resolve delays and avoid coverage lapses
Supported facility credentialing compliance by maintaining provider records, monitoring recredentialing deadlines, and coordinating documentation for continued payer participation
Verified insurance eligibility and benefits for patients using Availity, confirming mental health coverage, copay amounts, deductible status, and prior authorization requirements before appointments
Maintained accurate financial and clinical records in Tebra/Kareo, ensuring billing information was complete, timely, and ready for claims submission
Managed scheduling for multiple providers simultaneously — including appointment setup, calendar maintenance, and onboarding coordination for newly credentialed clinicians
Maintained HIPAA-compliant documentation of all credentialing activities, scheduling changes, and patient interactions — ensuring records were complete and audit-ready
Utilized Asana and workflow automation tools to build and manage task pipelines for credentialing, scheduling requests, and administrative projects — reducing manual follow-up and improving team accountability

Healthcare Virtual Assistant

Beyond Podiatry — Chesterfield, MI

Sep 2022 – Feb 2025 · Remote

Scheduled and managed over 1,000 patient appointments per month across multiple providers, performing patient intake and maintaining accurate records in eClinicalWorks with a high degree of accuracy
Processed insurance verifications, specialist referrals, and prior authorization requests — coordinating with payers to obtain approvals and communicating outcomes to patients and clinical staff
Supported billing operations by tracking claims, managing authorization records, and handling payer communications — contributing to a streamlined revenue cycle with fewer denials
Served as the primary point of contact for patient inquiries via phone and portal, delivering professional, empathetic service while resolving scheduling, insurance, and administrative concerns

Executive Assistant to CEO

ARBO AI — Palo Alto, CA

Oct 2024 – Feb 2025 · Remote

Managed executive calendars, meeting scheduling, and confidential communications across multiple U.S. time zones — ensuring the CEO's priorities were organized and protected
Maintained organized documentation and supported operational workflows with strong attention to detail, handling sensitive information with full discretion in a fast-paced startup environment

Core skills