[Hiring] Scheduling & Patient Coordination @Winning Assistants

Role Description

The Scheduling & Patient Coordination role involves managing and coordinating various aspects of patient scheduling and communication within a healthcare setting.

• Manage and coordinate surgery scheduling, ensuring timely communication with patients, healthcare providers, hospitals, and other relevant parties.
• Process, manage, and track patient referrals, ensuring accurate documentation and timely follow-ups.
• Handle approximately 50–100 inbound calls daily, maintaining professional and compassionate communication.
• Conduct outbound calls for appointment confirmations, scheduling, and follow-ups.
• Schedule, reschedule, and confirm patient appointments while maintaining accurate provider calendars.
• Provide comprehensive front desk, receptionist, and administrative support for efficient daily practice operations.
• Manage incoming and outgoing faxes, maintain organized fax logs, and ensure timely processing of medical correspondence.
• Assist with hospital and insurance credentialing and re-credentialing processes as needed.
• Support HR onboarding activities, including preparing and submitting new-hire documentation through Paychex.
• Set up Microsoft email accounts and coordinate eClinicalWorks (eCW) system access for new employees.
• Provide occasional office management and executive administrative support as assigned.
• Coordinate with the existing medical biller regarding patient accounts or billing-related inquiries when necessary.
• Maintain accurate patient information and administrative records while ensuring confidentiality and compliance with HIPAA guidelines.

Qualifications

• At least 1 year of previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, Patient Coordinator, Medical Receptionist, or in a similar healthcare administrative role.
• Experience supporting geriatric patients, orthopedic practices, surgical clinics, or other related healthcare settings is an advantage.
• Familiarity with electronic medical record (EMR/EHR) systems, particularly eClinicalWorks (eCW), and the ability to quickly learn and adapt to new healthcare software and administrative tools.
• Excellent English communication skills with a patient, empathetic, and professional approach, particularly when assisting elderly patients.

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.