Job Title: Scheduling & Patient Coordination
Position type: Full-Time
Working Hours: 8:00 AM – 5:00 PM Mountain Daylight Time Monday - Friday
Salary rate: $6-$7
Key Responsibilities:
- Manage and coordinate surgery scheduling, ensuring timely communication with patients, healthcare providers, hospitals, and other relevant parties.
- Process, manage, and track patient referrals, ensuring accurate documentation and timely follow-ups.
- Handle approximately 50–100 inbound calls daily, depending on call volume, while maintaining professional and compassionate communication.
- Conduct outbound calls to patients, healthcare providers, hospitals, and other relevant parties for appointment confirmations, scheduling, and follow-ups.
- Schedule, reschedule, and confirm patient appointments while maintaining accurate provider calendars.
- Provide comprehensive front desk, receptionist, and administrative support to ensure efficient daily practice operations.
- Manage incoming and outgoing faxes, maintain organized fax logs, and ensure timely processing of medical correspondence.
- Assist with hospital and insurance credentialing and re-credentialing processes as needed.
- Support HR onboarding activities, including preparing and submitting new-hire documentation through Paychex.
- Set up Microsoft email accounts and coordinate eClinicalWorks (eCW) system access for new employees.
- Provide occasional office management and executive administrative support as assigned.
- Coordinate with the existing medical biller regarding patient accounts or billing-related inquiries when necessary.
- Maintain accurate patient information and administrative records while ensuring confidentiality and compliance with HIPAA guidelines.
Requirements
- At least 1 year of previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, Patient Coordinator, Medical Receptionist, or in a similar healthcare administrative role.
- Experience supporting geriatric patients, orthopedic practices, surgical clinics, or other related healthcare settings is an advantage.
- Familiarity with electronic medical record (EMR/EHR) systems, particularly eClinicalWorks (eCW), and the ability to quickly learn and adapt to new healthcare software and administrative tools.
- Excellent English communication skills with a patient, empathetic, and professional approach, particularly when assisting elderly patients.
Basic Requirements
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.