Job Title: Patient Coordination Specialist
Position type: Full-Time
Working Hours: 8:30 AM – 5:00 PM Pacific Standard Time, Monday - Friday
Salary rate: $5-$6
Key Responsibilities:
- Schedule and coordinate new patient appointments using Veradigm Practice Management (PM), ensuring accurate and efficient scheduling.
- Enter, verify, and update patient demographics, insurance information, and other required registration details.
- Collect and process new patient deposits according to established practice guidelines.
- Coordinate with internal staff regarding appointment availability, scheduling changes, and patient concerns.
- Retrieve, verify, and attach insurance authorizations to patient records before scheduled appointments.
- Access referral group systems, including Facey and Optum, to obtain necessary authorization documentation when applicable.
- Follow up on missing or incomplete authorizations and coordinate with internal staff to prevent scheduling delays.
- Send appointment confirmations and provide patients with links to complete required intake and registration forms.
- Follow up with patients regarding incomplete forms, missing information, and appointment-related concerns.
- Handle inbound calls and scheduling inquiries with professionalism, patience, and compassion.
- Maintain clear communication with patients and healthcare staff to ensure a smooth scheduling experience.
Requirements
- At least 1 year of previous experience in medical appointment scheduling, patient coordination, or healthcare administrative support is preferred.
- Hands-on experience with Veradigm Practice Management (PM) is highly preferred.
- Familiarity with Facey and Optum referral groups and authorization retrieval processes.
- Excellent verbal and written English communication skills.
- Ability to handle patient inquiries professionally and compassionately.
- Quick learner who can adapt to new systems, processes, and scheduling workflows.
- Understanding of patient confidentiality and HIPAA compliance.
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.
