Job Description

We are seeking a high-energy, empathetic, and results-driven Virtual Medical Administrative Assistant / Patient Coordinator to join a growing team. We are looking for an absolute "go-getter" who brings the same level of passion, reliability, and proactive drive to our daily operations.

This role operates in a fast-paced environment supporting both our Pediatrics and Urgent Care departments. It is heavily anchored in high-volume call management, with a massive emphasis on outbound patient outreach

You will be tasked with actively reducing our no-show rates, filling open calendar slots, confirming upcoming visits, and re-engaging families who have missed appointments. Our patient demographic responds exceptionally well to a warm, maternal, and supportive communication style; therefore, the ideal candidate must be highly confident on the phone, persistent in their follow-ups, and able to project deep empathy when interacting with parents and guardians.

Core Responsibilities:

High-Volume Call Operations & Patient Outreach

• Outbound Care Expansion: Conduct consistent, daily outbound call campaigns to re-engage patients with missed appointments, coordinate required pediatric follow-ups, and pull patients back into the clinic.
• Inbound Call Navigation: Manage high-volume incoming lines via the RingCentral VoIP system, answering questions, checking patients in virtually, and routing clinical emergencies to triage staff seamlessly.
• Bilingual Patient Advocacy: Deliver culturally competent, professional communication in both English and Spanish, ensuring our diverse community feels supported and understood.

Strategic Scheduling & Administrative Support

• Calendar Optimization: Masterfully schedule patient encounters within IMS (Integrity Medical Systems) EMR, strategically routing appointments to fill sudden scheduling gaps and cancellations.
• Pre-Visit Verification: Proactively contact patients to confirm upcoming appointments, audit demographic details, and ensure required patient files are up to date before their encounter.
• Precision Documentation: Log all communication notes, call outcomes, and patient touchpoints with complete accuracy inside the EMR system.

Clinic Flow Coordination

• Multi-Department Alignment: Adhere strictly to separate, structured scheduling protocols tailored for both fast-paced Urgent Care flows and sensitive Pediatric timelines.
• No-Show Mitigation: Monitor daily appointment rosters to immediately identify missed visits, taking instant initiative to call and reschedule the patient before the day ends.

Requirements

• Healthcare Experience: Minimum of 1 year of experience as a Medical Receptionist, Patient Coordinator, or Medical Assistant inside a U.S. community health center or clinic setting.
• Specialty Familiarity: Direct experience navigating workflows within Pediatrics, Urgent Care, or Family Medicine environments.
• Outbound Comfort: A proven track record of making high-volume outbound phone calls daily without hesitation or phone fatigue.
• Software Ecosystem: Strong operational familiarity with IMS EMR and RingCentral VoIP platforms is highly preferred.
• Remote Ecosystem: A highly secure, completely silent remote workspace compliant with HIPAA privacy protocols, equipped with high-speed internet and an automated time-tracking system.