Patient Coordination Specialist

Job Title: Patient Coordination Specialist

Position type: Full-Time

Working Hours: 8:30 AM – 5:00 PM Pacific Standard Time, Monday - Friday

Salary rate: $5-$6

Key Responsibilities

• Schedule and coordinate new patient appointments using Veradigm Practice Management (PM), ensuring accurate and efficient scheduling.

• Enter, verify, and update patient demographics, insurance information, and other required registration details.

• Collect and process new patient deposits according to established practice guidelines.

• Coordinate with internal staff regarding appointment availability, scheduling changes, and patient concerns.

• Retrieve, verify, and attach insurance authorizations to patient records before scheduled appointments.

• Access referral group systems, including Facey and Optum, to obtain necessary authorization documentation when applicable.

• Follow up on missing or incomplete authorizations and coordinate with internal staff to prevent scheduling delays.

• Send appointment confirmations and provide patients with links to complete required intake and registration forms.

• Follow up with patients regarding incomplete forms, missing information, and appointment-related concerns.

• Handle inbound calls and scheduling inquiries with professionalism, patience, and compassion.

• Maintain clear communication with patients and healthcare staff to ensure a smooth scheduling experience.

Requirements

• At least 1 year of previous experience in medical appointment scheduling, patient coordination, or healthcare administrative support is preferred.

• Hands-on experience with Veradigm Practice Management (PM) is highly preferred.

• Familiarity with Facey and Optum referral groups and authorization retrieval processes.

• Excellent verbal and written English communication skills.

• Ability to handle patient inquiries professionally and compassionately.

• Quick learner who can adapt to new systems, processes, and scheduling workflows.

• Understanding of patient confidentiality and 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.