[Hiring] Healthcare Scheduling Coordinator @Winning Assistants

Role Description

The Healthcare Scheduling Coordinator is responsible for managing patient appointments, cancellations, and rescheduling using Jane EHR. Key responsibilities include:

• Manage patient appointments, cancellations, and rescheduling using Jane EHR.
• Match clients with appropriate clinicians based on specialties, availability, and scheduling requirements.
• Verify patient eligibility, coverage, copays, and benefits through insurance portals, including Blue Cross Blue Shield, UnitedHealthcare, Medicare, and Medicaid.
• Assist with billing and coding for individual and family counseling sessions, ensuring accuracy and coordinating with the billing team.
• Collect insurance, payment, and intake information, assist patients with registration, and ensure all required documentation is completed.
• Handle patient inquiries, appointment requests, scheduling changes, and follow-up calls while maintaining professional and empathetic communication.
• Provide daily operational assistance, maintain accurate patient records, and support clinicians during counseling sessions.
• Assist with onboarding new counselors, reviewing required documents, tracking outstanding requirements, and maintaining onboarding checklists.
• Maintain administrative records using Google Workspace, communicate with team members, and support process improvements.
• Assist with insurance authorization requirements and related follow-ups as needed.
• Hands-on experience with Jane EHR, particularly appointment scheduling, patient intake, and administrative workflows.
• Experience in behavioral health or mental health practice operations, preferably supporting a counseling or therapy practice.
• Strong knowledge of U.S. insurance verification, eligibility, benefits, copays, and insurance portals.
• Working knowledge of behavioral health billing and coding, including individual and family counseling services.
• Experience handling patient calls, scheduling requests, and administrative responsibilities in a healthcare setting.
• Excellent spoken and written English communication skills, with the ability to communicate professionally and empathetically with patients.
• Strong organizational skills, attention to detail, and ability to manage multiple responsibilities independently.
• Proficiency in Google Workspace, including Google Docs, Google Sheets, Gmail, and Google Chat.
• Ability to work U.S. Eastern Time hours, including evening and Saturday coverage.

Qualifications

• 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.

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.