[Hiring] Medical Scheduling & Records Coordinator @Winning Assistants

Role Description

Our client is an occupational healthcare organization in Bermuda managing employee health services, medical appointments, fit-to-work documentation, billing information, and coordination with physicians and vendors. They are seeking a highly organized and detail-oriented Medical Scheduling & Records Coordinator — Occupational Healthcare to support appointment scheduling, patient follow-up, medical records tracking, documentation, EMR updates, and administrative coordination.

This role has a strong focus on scheduling, appointment reminders, follow-ups, medical documentation, and accurate data management. The ideal candidate is proactive, independent, highly organized, and comfortable coordinating with patients, supervisors, physicians, and vendors to ensure appointments and required documentation are completed on time.

Responsibilities

• Appointment Scheduling & Patient Follow-Up
  • Schedule occupational health appointments and maintain accurate patient schedules.
  • Send appointment reminders and follow up with patients to confirm attendance or complete scheduling needs.
  • Track pending appointments, missed appointments, rescheduling needs, and outstanding patient follow-ups.
  • Coordinate appointment details with patients, supervisors, physicians, vendors, and internal team members.
  • Maintain strong follow-through to ensure scheduling items are completed and not left unresolved.
• Medical Records & Fit-to-Work Documentation
  • Collect and document information following physician appointments.
  • Gather blood work, hearing and vision screening results, fit-to-work notes, and other required occupational health records.
  • Follow up with physician offices and vendors to obtain missing or incomplete documentation.
  • Ensure patient records and occupational health documentation are complete, accurate, and properly updated.
• EMR, Excel & Administrative Support
  • Update Excel spreadsheets and PrognoCis EMR using information collected from physician offices and other systems.
  • Support the transition of workflows and data from Excel to PrognoCis.
  • Maintain accurate administrative records, tracking sheets, and patient documentation.
  • Learn client systems thoroughly and identify opportunities to improve administrative workflows.
• Billing & Reconciliation Support
  • Assist with reviewing billing information, co-payments, and supporting records when needed.
  • Identify discrepancies in billing or documentation and coordinate corrections with the appropriate team.
  • Maintain accurate financial and administrative documentation as part of the overall patient record.
• Communication & Coordination
  • Communicate professionally with supervisors, physicians, vendors, and patients regarding appointments, documentation, and outstanding requirements.
  • Maintain consistent follow-up and build professional rapport with patients while adapting to different communication styles.
  • Escalate unresolved scheduling, documentation, or administrative issues when needed.

Qualifications

• Experience with medical scheduling, appointment coordination, patient follow-up, healthcare administration, or medical office support.
• Strong experience scheduling appointments, sending reminders, tracking confirmations, and following up on unresolved scheduling needs.
• Previous experience using an EMR/EHR system.
• Strong proficiency with Microsoft Excel and experience maintaining detailed healthcare or administrative spreadsheets.
• Strong attention to detail when handling patient schedules, medical documentation, records, and healthcare data.
• Comfortable following up with patients, physician offices, supervisors, and vendors to obtain missing information.
• Ability to work independently without constant supervision or repeated follow-up.
• Professional and assertive communication skills.
• Comfortable communicating with patients from varied backgrounds and handling direct or informal communication professionally.
• Willingness and ability to learn PrognoCis EMR quickly and become highly proficient with the platform.
• Experience with medical billing, reconciliation, accounting support, or payment tracking is preferred but not the main priority.

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.