ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency. We partner with international US clients and integrate our staff members directly within our clients' operations. We focus on long-term placements where you contribute directly to the client's success.
We are looking for a highly organised and detail-oriented Patient Services Coordinator to support a team of dentists by managing patient follow-ups, treatment approvals, clinical documentation and day-to-day communication.
You'll be responsible for reviewing clinical documentation, coordinating treatment approvals, tracking patients through multi-step treatment processes and ensuring that important follow-ups are completed. The role involves a high volume of communication and requires someone who can manage competing priorities while maintaining accurate patient records.
PLEASE NOTE:
- Working hours: Monday to Friday, 16:00–01:00 SAST (subject to US daylight saving changes)
- Public Holidays: You will be required to work on both South African and U.S. public holidays (compensation for SA public holidays in accordance with the BCEA).
- Internet Requirements: A fixed fibre line with a minimum speed of 25 Mbps (upload & download) and the ability to support a wired Ethernet connection is mandatory. Applicants without a fixed fibre line cannot be considered.
- Power Backup: A reliable power backup solution is required to manage load shedding and power outages. Applicants without a power backup cannot be considered.
- Work Environment: This is a fully remote working role and you must be based in South Africa.
Job Responsibilities (but not limited to):
- Review dentists' clinical notes following patient visits to ensure documentation meets Medicare and Medicaid compliance requirements.
- Monitor patient treatment plans and track progress through multi-step procedures, ensuring all required actions and follow-ups are completed.
- Contact patients' responsible parties, including family members, Powers of Attorney (POAs) and social workers, to obtain approval for additional treatments and procedures.
- Follow up on outstanding treatment authorisations and ensure approvals are received before procedures proceed.
- Liaise with the internal scheduling team to flag patients requiring return visits or additional appointments.
- Handle a high volume of inbound and outbound calls and emails from facility staff, families and healthcare professionals.
- Maintain accurate patient records, update internal systems and monitor task dashboards.
- Proactively identify outstanding items and ensure no patient follow-ups or administrative requirements are missed.
Requirements
- Previous experience in US healthcare administration, medical administration or patient coordination.
- Familiarity with US healthcare processes, particularly Medicare and Medicaid.
- Experience working with patient records, insurance documentation, healthcare providers or treatment authorisations.
- Excellent organisational and time-management skills, with the ability to prioritise multiple tasks independently.
- Strong verbal and written communication skills, with confidence handling phone calls and email correspondence.
- Exceptional attention to detail, particularly when reviewing documentation and maintaining accurate records.
- Strong follow-through and accountability when managing outstanding tasks and patient requirements.
- Comfortable working in a fast-paced environment where priorities can change throughout the day.
- Tech-savvy, with the ability to learn new systems and platforms quickly.
If you are not contacted within 14 working days, please consider your application unsuccessful.