The posting
We are seeking a detail-oriented Virtual Medical Administrative & Patient Engagement Coordinator to support our Medical Wellness and Health Optimization practice. The ideal candidate has prior U.S. healthcare administrative experience and excels at navigating insurance eligibility transitions, outbound patient engagement, and multi-platform scheduling with speed and accuracy.
Key Responsibilities
1. Medical Administration (Primary Priority)
- Collect insurance details, process patient intake/registration, and verify eligibility and benefits (VOB).
- Enter and update demographic and clinical administrative data in Tebra.
- Support cash-pay workflows and document tracking in Avexcia.
- Upload medical records and track missing documentation.
- Provide administrative support to the billing team during the insurance rollout.
2. Patient Engagement & Outbound Calls (Secondary Priority)
- Make outbound calls to existing and prospective patients to convert inquiries into bookings.
- Follow up on incomplete registrations and unconfirmed appointments.
- Maintain detailed records of all patient interactions in the PM system.
- Direct and escalate clinical questions to medical providers appropriately.
3. Reception & Scheduling (Third Priority)
- Answer inbound phone calls using Ooma.
- Manage, schedule, and reschedule appointments in Mindbody/Legacy.
- Answer general patient inquiries and route messages to appropriate team members.
Requirements
Experience: Strong medical administrative or virtual medical assistant experience at a U.S.-based practice.
Insurance Knowledge: Familiarity with insurance verification, eligibility checks, patient registration, and practice management (PM)/EHR systems.
Software Familiarity: Experience using Tebra and Mindbody (or comparable systems like Kareo, eClinicalWorks, etc.).
Communication: Excellent spoken and written English with a professional, warm phone demeanor for outbound calls.
Skills: Strong data entry skills, high attention to detail, and ability to work independently.
Compliance: Working knowledge of HIPAA rules and standard U.S. patient privacy guidelines.
Please note that this is a full-time contractor position (40 hours per week) with a starting pay rate of $6 per hour depending on skillset and experience. The schedule is Monday through Friday, 8am-5pm, CST.
