[Hiring] Virtual Medical Receptionist / Medical Administrative Assistant @Staffing for Doctors

Role Description

We are seeking a highly professional, full-time Virtual Medical Receptionist / Medical Administrative Assistant to support a busy Orthopedic Surgery practice in Wyoming. Operating primarily within the Tebra EHR system, this remote role serves as the primary point of contact for patients and is independently responsible for managing high-volume inbound and outbound calls, appointment scheduling, proactive patient registration follow-up, and fax coordination. The ideal candidate will bring strong specialized knowledge in orthopedic terminology and workflows to deliver exceptional customer service and ensure smooth, efficient clinic operations.

Roles and Responsibilities

• Inbound & Outbound Patient Calls (Primary Focus)
  • Patient Communication: Serve as the primary front-line point of contact, handling all incoming and outgoing patient calls professionally and efficiently.
  • Customer Service: Answer inquiries regarding office procedures, appointments, and scheduling while delivering a calm, professional phone presence.
  • Call Routing: Accurately triage and route complex patient inquiries or clinical concerns to providers and staff when necessary.
• Appointment Scheduling & Calendar Management
  • Schedule Optimization: Book new patient consultations and follow-up appointments while efficiently managing provider calendar availability.
  • Coordination & Maintenance: Confirm, reschedule, and coordinate visits, ensuring all scheduling records are meticulously maintained within the EHR to promote seamless patient flow.
• Patient Registration Follow-Up & Administrative Support
  • Proactive Chart Preparation: Contact patients prior to scheduled visits to collect missing demographic, insurance, or intake information, ensuring charts are 100% complete before appointments.
  • Fax Management: Send, receive, and coordinate medical records, referrals, and provider documentation via outgoing and incoming fax streams.
  • Care Coordination: Assist patients with appointment preparation and ensure timely documentation updates to eliminate administrative delays.

Qualifications

• Experience: Minimum 2 years of dedicated experience as a Medical Receptionist, Medical Administrative Assistant, Patient Care Coordinator, or Front Desk Coordinator.
• Specialty Knowledge: Direct background working within an Orthopedic Surgery, Orthopedics, Spine, Sports Medicine, or Musculoskeletal practice.
• Language Proficiency: Exceptional written and verbal English communication skills with a clear, confident speaking voice and a minimal to no noticeable accent.
• Technical Literacy: Proven experience handling medical appointment scheduling and workflows within an EHR environment.

Preferred Skills

• Direct hands-on experience utilizing the Tebra EHR system (highly preferred).
• Strong familiarity with referral coordination, medical records management, and front-desk administrative workflows.
• Prior exposure to insurance verification and specialty medical practice workflows.

Work Style

• Patient-Centered & Friendly: Maintains a welcoming, professional, and patient demeanor during every interaction.
• Highly Organized & Detail-Oriented: Catches missing patient registration and intake data early to reduce appointment delays.
• Accountable & Independent: Demonstrates strong multitasking and organizational abilities to manage a busy remote workload with minimal supervision.