Job Description

We are seeking a highly organized, detail-oriented, and professional Virtual Medical Receptionist & Diagnostic Scheduling Specialist to support our fast-paced diagnostic imaging practices across both our Roseville and Elk Grove locations.

You will serve as a vital link between patients, referring physicians, and our clinical teams. You will be responsible for managing complex scheduling for advanced modalities (MRI, CT, Ultrasound, and X-Ray) while flawlessly executing front-end insurance workflows. Superior multi-tasking skills and a calm, reassuring phone presence are essential for success in this role.

Core Responsibilities:

Multi-Site Diagnostic Scheduling & Communication

• Call Management: Efficiently handle high-volume inbound and outbound patient phone calls, maintaining a warm and professional demeanor.
• Advanced Imaging Scheduling: Coordinate, book, and reschedule specialized patient appointments for MRI, CT, Ultrasound, and X-Ray across both the Roseville and Elk Grove facilities.
• Provider Coordination: Securely fax diagnostic reports and manage real-time communication updates with referring provider offices.

Insurance Verification & Prior Authorizations

• Eligibility Verification: Conduct thorough insurance eligibility and coverage checks prior to patient appointments to prevent billing disruptions.
• Referral Processing: Review, log, and process incoming patient referrals sent from community physician offices.
• Prior Authorizations: Prepare and submit accurate prior authorization requests through various insurance payer portals to secure medical necessity approvals for advanced imaging scans.

Data & EMR Systems Management

• EXA System Optimization: Manage all digital appointment blocks, patient demographics, and clinical scheduling documentation strictly within the EXA EMR platform.
• Data Integrity: Ensure all uploaded scripts, referrals, and approved authorization forms are precisely mapped to the correct patient charts.

Requirements

• Experience: Minimum 2+ years of administrative front desk or scheduling experience within a U.S. healthcare practice (Radiology or Imaging center experience is a massive plus).

• Technical Proficiency: Proven hands-on experience navigating insurance web portals and advanced Electronic Medical Records (experience with EXA EMR is highly preferred).
• Communication Skills: Exceptional verbal and written English communication skills. A warm, clear, and highly articulate phone presence is required.
• Operational Agility: Proven capability to balance scheduling demands for multiple physical clinic locations simultaneously.
• Home Office Setup: A quiet, private workspace equipped with high-speed internet, a reliable computer, and a professional noise-canceling headset.