Job Description

We are seeking a proactive, detail-oriented, and patient-centered Patient Scheduling & Front Office Virtual Assistant to support a high-volume outpatient diagnostic imaging practice.

This role goes beyond basic phone operations—we are looking for a dedicated healthcare administrative partner who will take complete ownership of scheduling worklists, follow up diligently on unscheduled imaging orders, and deliver compassionate service to patients who may be anxious or confused. The ideal candidate brings direct experience in radiology scheduling, understands diagnostic modalities, and excels at driving complete scheduling workflows.

Schedule & Shift Flexibility

• Status: Full-Time (40 Hours / Week)
• Primary Schedule: Monday – Friday, 8:00 AM – 5:00 PM EST (US Eastern Standard Time)
• Future Coverage Flexibility: Candidates should possess schedule flexibility to potentially transition into or provide coverage for a future 3:00 PM – 9:00 PM EST evening shift as practice operational needs expand.

VA's Top 3 Daily Tasks

1. Patient Scheduling & Active Outreach: Contact patients with unscheduled imaging orders, execute persistent follow-up, and book appointments across all diagnostic modalities.
2. Inbound & Outbound Phone Support: Manage steady call volume from patients and referring offices, answer scheduling inquiries, and conduct appointment confirmation calls.
3. Worklist & Queue Management: Monitor pending scheduling queues, website requests, voicemails, cancellations, and rescheduling needs to maintain optimal schedule utilization.

Core Responsibilities

• Diagnostic Imaging Scheduling: Book, reschedule, and confirm appointments across all core modalities (MRI, CT, Ultrasound, Mammography, X-Ray, and DEXA) using approved prep guidelines.
• Order & Patient Intake Verification: Ensure required medical orders, patient demographics, and referring provider details are complete prior to scheduling; confirm basic insurance details and flag authorization needs for the billing team.
• Worklist Ownership: Manage website leads, cancellation lists, and unscheduled orders—logging every contact attempt, outcome, and follow-up note accurately in the system.
• Communication & Coordination: Communicate professionally with referring provider offices to request missing clinical info or incomplete orders; guide patients through basic exam preparations.
• Departmental Routing: Efficiently route insurance, prior authorization, billing, medical record, and clinical triage requests to the appropriate internal departments.

Requirements

Required Qualifications

• U.S. Healthcare Practice Background: Minimum 2+ years of healthcare scheduling or front-office administrative experience supporting a U.S. medical practice.
• Radiology & Modality Knowledge: Direct knowledge of diagnostic imaging modalities (MRI, CT, Ultrasound, X-Ray, DEXA, Mammography), including contrast vs. non-contrast exam matching and screening protocols.
• Schedule Flexibility: Ability to work standard EST business hours AND willingness to cover or transition to a 3:00 PM – 9:00 PM EST evening shift as needed.
• Communication & Demeanor: Outstanding verbal and written English skills; warm, patient phone presence with ability to support elderly, anxious, or frustrated callers.
• Worklist Ownership: Demonstrated ability to manage open task queues independently with meticulous documentation habits.
• Remote Workspace Setup: A quiet, private, HIPAA-compliant home workspace equipped with a reliable computer setup, high-speed internet, and a clear, noise-canceling headset.

Nice-to-Have / Preferred Qualifications

• Bilingual Proficiency: Professional fluency in English and Spanish
• Radiology Information System (RIS) Experience: Hands-on experience using CIVIE RIS or a comparable healthcare scheduling/RIS platform.
• Insurance & Authorization Awareness: Familiarity with basic eligibility verification or radiology prior authorization workflows.

Ideal Candidate Profile

You are a dependable, thorough healthcare virtual assistant who views scheduling as an essential patient-care task. You combine clinical communication skills with active worklist management to ensure no order is left pending and every patient receives timely care.