[Hiring] Medical Registration Specialist @Winning Assistants

Role Description

We are seeking an experienced and detail-oriented Medical Registration Specialist (Spine Surgery) to support patient registration, insurance verification, referrals, authorizations, and accurate medical record management. This is primarily a non-patient-facing role focused on ensuring patient demographics, insurance information, referrals, and supporting documentation are accurately entered and maintained before care moves forward.

A significant part of the position involves working directly with insurance companies and navigating insurance portals to verify eligibility and benefits.

Key Responsibilities

• Patient Registration & Medical Records
  • Accurately register patients and enter demographic and insurance information into the appropriate system.
  • Review patient registration information for completeness and accuracy.
  • Enter and maintain relevant documentation within the EMR/EHR.
  • Upload documents and supporting records into patient charts.
  • Process and organize provider referrals.
  • Assist with insurance authorization-related documentation as required.
  • Reference clinical notes and reports through the EHR/EMR when necessary.
  • Ensure patient charts contain the appropriate registration and insurance documentation.
  • Maintain accurate, organized, and confidential electronic patient records.
  • Handle patient-related inquiries and correspondence as required within the scope of the role.
• Insurance Verification & Benefits
  • Verify patient insurance eligibility and benefits directly with insurance companies.
  • Navigate insurance portals to obtain and confirm coverage information.
  • Make outbound calls to insurance providers when portal information is unavailable or additional clarification is required.
  • Verify coverage details, including:
    • Eligibility and active coverage
    • Benefits
    • Deductibles
    • Copays
    • Coinsurance
    • Authorization requirements
  • Document insurance verification results accurately in the appropriate system.
  • Identify missing, conflicting, or incomplete insurance information and take appropriate steps to resolve discrepancies.
  • Communicate with insurance representatives regarding coverage and authorization requirements.
  • Maintain accurate records of insurance calls, portal findings, reference numbers, and follow-up requirements.
• Referrals & Authorization Support
  • Review and process incoming provider referrals.
  • Confirm that required referral and insurance information is complete.
  • Assist with insurance authorization requirements related to patient registration.
  • Coordinate documentation needed for insurance processing.
  • Track outstanding insurance or referral requirements.
  • Follow up with insurance companies as needed to obtain necessary information.
  • Help ensure registration and insurance requirements are completed accurately and promptly.

Qualifications

• Previous experience with medical registration, insurance verification, eligibility and benefits verification, or a similar U.S. healthcare administrative function.
• Hands-on experience verifying insurance eligibility and benefits directly with U.S. insurance companies.
• Experience navigating insurance portals and retrieving patient coverage information.
• Experience making outbound calls to insurance companies.
• Strong understanding of U.S. health insurance terminology and processes.
• Knowledge of benefits, deductibles, copays, coinsurance, eligibility, and authorization requirements.
• Understanding of Workers’ Compensation and Medical Provider Networks (MPN).
• Familiarity with provider referrals and insurance authorization workflows.
• Experience accurately entering patient demographics and insurance information.
• Experience uploading and maintaining documents within patient charts.
• Familiarity with EHR/EMR systems such as Athena, Epic, Cerner, or similar platforms.
• Ability to review and reference clinical notes and reports when required.
• Working knowledge of medical terminology.
• Strong attention to detail and commitment to accuracy.
• Strong organizational and documentation skills.
• Excellent professional phone and written communication skills.
• Ability to independently identify and resolve missing or conflicting information.
• Ability to manage confidential patient and insurance information appropriately.
• Strong understanding of and adherence to HIPAA requirements.

Preferred Experience

• Previous experience supporting a U.S.-based spine, orthopedic, surgical, or specialty medical practice.
• Experience with spine surgery-related registration or insurance workflows.
• Experience working with Workers’ Compensation cases.
• Experience with MPN requirements.
• Experience using Athena.
• Experience using Epic.
• Experience using Cerner.
• Experience coordinating provider referrals and insurance authorizations.

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.