We are a staffing firm recruiting an experienced Virtual Patient Coordinator & eClinicalWorks Specialist on behalf of a thriving, private cash-based medical wellness and weight management clinic located in Florida.
Our client provides personalized, high-touch care to an active adult patient demographic (primarily ages 45+). Due to rapid referral-based growth, the practice is seeking a dedicated, highly organized administrative professional to streamline practice operations, transition legacy scheduling into the EMR, and manage front-to-back patient workflows.
Serve as the in-house eClinicalWorks (eCW) subject matter expert, fully migrating scheduling workflows from external calendars into eCW.
Manage chart setup, track patient records, upload lab results, and ensure clean, auditable electronic documentation.
Maintain strict adherence to HIPAA standards and assist in standardizing operational workflows for potential future insurance/credentialing compliance.
Deliver a warm, patient-first concierge experience via phone, text, and email.
Coordinate patient scheduling, schedule adjustments, appointment reminders, and follow-ups.
Guide new patients through the onboarding journey, ensuring digital intake packets and medical histories are completed prior to visits.
Act as a reliable, patient-centered liaison between the practitioner and the patient base.
Facilitate point-of-sale collections for a 100% cash-based/self-pay model (utilizing Square, Zelle, or integrated payment portals).
Maintain daily appointment logs, resolve scheduling gaps, and monitor incoming general practice inquiries.
Free up the clinician’s time by proactively handling all administrative back-office bottlenecks.
eClinicalWorks Mastery (Non-Negotiable): Minimum 2+ years of hands-on daily experience inside eClinicalWorks (eCW). You must already be thoroughly familiar with eCW’s appointment book, templates, and chart management.
Communication & Demographics Fit: Flawless verbal and written English communication skills with a clear,neutral accent and high emotional intelligence, well-suited to building rapport with mature adult patients (ages 45+).
Healthcare Admin Experience: At least 2–3 years of experience as a Medical Receptionist, Patient Care Coordinator, or Virtual Medical Assistant (private practice, functional medicine, or cash-pay clinic experience is a major plus).
Cash-Pay Practice Familiarity: Comfortable handling self-pay, non-insurance transactions via tools like Square and electronic payment channels.
HIPAA Savvy: Solid understanding of medical privacy laws, secure document handling, and patient confidentiality.
Remote Readiness: Dedicated, quiet home office setup with high-speed internet, dual monitors (preferred), and a noise-canceling headset.
Coordinate patient intake by collecting and verifying information, scheduling appointments, tracking case requirements, and guiding families through healthcare administration with clear, compassionate communication.
Coordinate patient administration, intake, scheduling, records, and follow-ups while supporting team workflows and clear communication with patients, healthcare providers, and internal teams.
Coordinate maternal healthcare and community resources for members by assessing needs, managing care plans and referrals, conducting consistent outreach, and collaborating with members and care partners.
Implement practice transformation plans and ACO initiatives, train clinical teams on workflows and technology, and build provider relationships that improve practice engagement, quality, and financial performance.
Coordinate appointments and referrals for Veterans, communicate with patients and healthcare providers, and maintain accurate records to support timely access to care through a healthcare network.
