We are seeking a highly organized, empathetic and detail-oriented Virtual Assistant to serve as a Patient Coordinator for a fast-paced and emotionally sensitive healthcare practice. This full-time, remote role is ideal for someone with prior experience in medical administration, especially in scheduling and patient intake.
You will be the first point of contact for new patients, handling communications, coordinating pre-operative requirements, ensuring insurance documentation is in order, and keeping appointments on track. A successful candidate will possess excellent communication skills, strong attention to detail, and a passion for providing exceptional service in a compassionate manner.
Key Responsibilities:
Patient Scheduling: Coordinate 120–150 new patient appointments monthly, adapting to physician absences and schedule shifts.Documentation: Ensure timely completion (48 hours prior) of registration forms, medical histories, and patient profiles.Insurance Coordination: Liaise with the insurance team or independently verify insurance coverage as needed.Pre-op Process Management: Assist patients in gathering referrals and lab work for procedures.Patient Communication: Serve as the primary contact for new patients; guide them throughout the intake process.Administrative Tools Management: Use Outlook, Microsoft Teams, EIDF, EngagedMD, and other scheduling/email/document-sharing tools.Customer Service: Monitor and respond to emails, voicemails, and concerns promptly and professionally.Calendar Adjustments: Manage rebooking and cancellations in the event of provider schedule changes.
Must-Have Qualifications:
At least 2 years of experience in a customer-facing or administrative role, ideally within a medical or healthcare setting.Proficiency in scheduling software and email communication platforms (Outlook, Teams, etc.).Empathy and emotional intelligence, especially when communicating with patients in sensitive situations.Excellent verbal and written English communication skills.Strong organizational skills with attention to detail.Ability to multitask and work independently in a remote environment.Familiarity with healthcare-related tools (e.g., EIDF, EngagedMD, or similar systems).
Detailed Software Tools
Microsoft OutlookMicrosoft TeamsEngagedMDEIDFZoomSlack (Preferred)WhatsApp (Preferred)
Timezone
Flexible schedule aligned to the client's practice hours.Full-time role, remote-based, with availability to adjust to time-sensitive needs.
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