[Hiring] Medical Billing & Scheduling Coordinator @Winning Assistants

Role Description

We are seeking an experienced Healthcare Medical Billing & Scheduling Coordinator Virtual Assistant to support a growing multi-location healthcare practice. This role combines patient scheduling, medical billing, revenue cycle management (RCM), insurance verification, and prior authorization support to help improve operational efficiency and patient care.

The ideal candidate has a strong healthcare administration background and is experienced in medical billing, insurance processes, and patient scheduling. You should be highly organized, detail-oriented, and comfortable managing multiple priorities in a fast-paced healthcare environment.

Core Responsibilities

• Patient Scheduling & Appointment Management (Top Priority)
  • Schedule and coordinate patient appointments across two office locations
  • Manage appointment reminders to reduce patient no-shows
  • Reschedule appointments as needed while maintaining provider availability
  • Coordinate patient follow-ups and scheduling communications
  • Maintain accurate scheduling records across all systems
• Medical Billing & Revenue Cycle Management (Top Priority)
  • Process daily medical billing tasks
  • Follow up on unpaid and denied insurance claims
  • Assist with Revenue Cycle Management (RCM) activities
  • Identify and resolve claim denials to maximize reimbursements
  • Support billing documentation and account reconciliation
• Insurance Verification & Prior Authorizations (Top Priority)
  • Verify patient insurance eligibility and benefits
  • Submit, track, and manage prior authorization requests
  • Access and download authorization information through the Optum portal
  • Maintain authorization tracking records and documentation
  • Coordinate with insurance companies regarding authorization approvals and updates
• Administrative Support
  • Handle inbound and outbound patient phone calls
  • Assist with patient follow-up communications
  • Update spreadsheets and patient information
• Software & Systems
  • Office Ally (primary practice management system)
  • Clearinghouse (for scheduling and patient information)
  • Square (for appointment holds/payment processing)
  • Optum (insurance portal with authorization access)
  • Custom spreadsheets for patient data, referral doctor information, test requirements, and authorization tracking
  • Basic phone system (traditional phone line)

Experience Requirements

• Healthcare industry experience is REQUIRED
• Medical billing and Revenue Cycle Management (RCM) experience is REQUIRED
• Insurance verification and prior authorization experience is REQUIRED
• Experience using Office Ally is highly preferred

Required Skills

• Healthcare Administration
• Strong understanding of healthcare workflows
• Experience with patient scheduling and appointment coordination
• Knowledge of insurance verification and eligibility processes
• Experience handling prior authorizations
• Medical Billing
• Revenue Cycle Management (RCM)
• Claims follow-up and denial management
• Billing documentation and payment processing
• Insurance claims knowledge

Deal Breakers

• ❌ No healthcare industry experience
• ❌ No medical billing or Revenue Cycle Management (RCM) experience
• ❌ No experience with insurance verification or prior authorizations
• ❌ Poor organizational or multitasking skills
• ❌ Inability to maintain 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.