Patient Scheduling & Insurance Specialist

Join a well-established primary care practice and help deliver a seamless patient experience!

The practice operates across three locations, with 10 healthcare providers and approximately 40 staff members, serving 4,500–5,000 patients monthly.

The ideal candidate is someone who thrives in a fast-paced healthcare environment, communicates professionally with patients, and understands the importance of accuracy, organization, and following established medical office protocols.

Key Responsibilities

1. Patient Scheduling & Appointment Coordination

• Schedule appointments for new and established patients across multiple providers.
• Manage appointment rescheduling and confirm appointment details.
• Follow established scheduling protocols to ensure accurate bookings.
• Communicate appointment requirements and relevant instructions to patients.
• Assist with referral and specialist appointment scheduling when applicable.

2. Patient Registration & Insurance Verification

• Verify, update, and maintain accurate patient demographic information.
• Review insurance details and verify eligibility and coverage when applicable.
• Ensure insurance information is entered correctly into the Electronic Health Record (EHR) system.
• Identify and resolve missing, outdated, or incomplete patient registration and insurance information.
• Communicate with patients to obtain necessary information.

3. EHR Management & Administrative Accuracy

• Accurately enter and update patient information using AdvancedMD.
• Maintain organized, complete, and up-to-date patient charts.
• Document scheduling activities, insurance details, and relevant patient communications.
• Identify discrepancies and ensure information is corrected promptly.
• Maintain patient confidentiality and follow HIPAA guidelines.
• Escalate complex concerns to the provider or office manager when necessary.

Tools Used:

• AdvancedMD – Electronic Health Records (EHR) and practice management
• Ooma – Patient phone communication

Requirements

Required Qualifications

• Previous experience as a Medical Virtual Assistant, Medical Assistant, Medical Receptionist, Patient Registration Specialist, or in a similar healthcare administrative role.
• Hands-on experience with patient scheduling, rescheduling, and appointment coordination.
• Proven experience verifying medical insurance information, patient eligibility, and demographic details.
• Experience navigating EHR systems and accurately maintaining patient records.
• Strong understanding of medical terminology and healthcare administrative workflows.
• Excellent written and verbal English communication skills with professional phone etiquette.
• Exceptional attention to detail, organizational skills, and ability to follow established scheduling protocols.
• Ability to multitask efficiently while communicating with patients and updating records.
• Strong judgment, problem-solving skills, and ability to work independently within established protocols.
• Ability to recognize situations requiring escalation to a provider or office manager.
• Ability to handle confidential patient information in compliance with HIPAA regulations.
• Willingness to submit an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be comfortable attending video meetings with the camera on when required.
• Must be available to work the full assigned Eastern Time schedule.

Preferred Qualifications

• Previous experience supporting a U.S.-based primary care medical practice.
• Hands-on experience with AdvancedMD.
• Familiarity with Ooma or similar VoIP phone systems.
• Experience supporting high-volume medical practices with multiple providers or locations.
• Experience coordinating referrals and specialist appointments.

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.