Job Description

Job Title: Healthcare Operations & Patient Coordinator

Position type: Full-Time

Work hours: 9:00 AM to 5:00 PM Eastern Daylight Time

Work days: Monday to Friday

Salary: $5 - $6 per hour, depending on experience

Job code: KC-EM

Workplace: Remote

Preferred Candidate Location: Philippines

Our client is seeking a reliable and organized Healthcare Operations & Patient Coordinator to support patient scheduling, patient communication, and administrative workflows for a growing medical practice. This role plays an important part in ensuring patients receive timely communication, appointments are managed efficiently, and daily operations run smoothly.

The Healthcare Operations & Patient Coordinator will serve as a key point of contact for patients by managing inbound calls, appointment scheduling, patient follow-ups, and prescription or authorization-related requests. The role requires strong communication skills, excellent organization, and the ability to manage a high volume of administrative tasks while maintaining professionalism and accuracy.

In this position, you will help coordinate patient care by scheduling in-person and telehealth visits, sending appointment reminders, and following up with patients regarding imaging results, laboratory reports, or provider instructions. You will also assist with prescription inquiries, pharmacy communication, and insurance or medication authorization requests.

Additionally, the coordinator will review incoming e-faxes, identify documents that require follow-up, and ensure that important reports are routed to the appropriate team members. By helping maintain organized administrative workflows, this role supports both the medical staff and patients while improving overall operational efficiency.

The medical practice currently serves approximately 100–200 patients per week across two locations, and administrative demands have increased due to expanded services and higher patient volume. The Healthcare Operations & Patient Coordinator will initially focus on front desk and patient coordination responsibilities, with the opportunity to take on additional operational support tasks as trust and familiarity with workflows develop.

The ideal candidate is professional, dependable, and patient-focused, with the ability to manage multiple responsibilities independently while maintaining clear communication with both patients and the healthcare team.

Scope of Work / Responsibilities

• Answer inbound patient calls and take messages when necessary
• Schedule patient appointments for both in-person and telehealth visits
• Send appointment reminders and follow up with patients to reduce no-shows
• Assist patients with prescription-related inquiries and pharmacy communication
• Process insurance authorizations and medication authorization requests
• Review incoming e-faxes and identify reports requiring follow-up
• Follow up with patients regarding test results such as MRI, imaging, or lab reports
• Schedule follow-up appointments when necessary
• Assist with general administrative tasks and patient coordination

Top 3 Responsibilities

1. Handling Inbound Calls and Patient Scheduling

Answer patient calls, schedule appointments, and assist with patient inquiries while maintaining a professional and supportive experience.

2. Patient Follow-Ups and Appointment Reminders

Ensure patients receive reminders and follow-up communication to help reduce missed appointments and maintain a consistent schedule.

3. Prescription and Authorization Support

Assist with prescription-related patient inquiries, coordinate with pharmacies, and process medication or insurance authorization requests.

Key Performance Indicators (KPIs)

• Maintaining a consistent patient appointment schedule (approximately 20 scheduled patients per day)
• Timely follow-ups with patients regarding appointments or test results
• Efficient handling of inbound patient calls
• Accurate processing of authorizations and administrative tasks
• Proper review and organization of incoming e-faxes and reports

Requirements

Required Skills and Experience

• Strong reliability and work ethic
• Ability to receive feedback and adjust quickly to new workflows
• Professional communication skills when interacting with patients
• Strong attention to detail and organizational skills
• Ability to multitask and manage a high volume of administrative tasks
• Ability to work independently with minimal supervision
• Trustworthiness and transparency in task completion
• Experience working with U.S. healthcare systems or EHR platforms is preferred.

Relevant Professional Experience

Candidates with experience in the following roles are strongly preferred:

• Medical Receptionist
• Medical Administrative Assistant
• Patient Care Coordinator
• Healthcare Administrative Assistant
• Similar healthcare support roles

Systems & Tools Experience (Preferred)

Experience with the following systems is a strong advantage:

• Elation Health (highly preferred)
• MDLand
• VoIP phone systems
• eFax systems

Ideal Candidate Profile

The ideal candidate is:

• Professional and respectful when interacting with patients
• Organized and detail-oriented
• Patient-focused and service-oriented
• Reliable and accountable in task completion
• Able to work collaboratively with the medical team
• Transparent and communicative about task progress

Deal Breakers Include:

• Lack of reliability or accountability
• Poor communication with patients or staff
• Inability to receive feedback or adapt to workflows
• Failure to maintain patient confidentiality

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.