About this role
Role Description
The Scheduling & Patient Coordination role involves managing and coordinating various aspects of patient scheduling and communication within a healthcare setting.
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, maintaining professional and compassionate communication. Conduct outbound calls 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 for 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.
Qualifications
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.
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.