The posting
We are seeking a highly organized and detail-oriented Virtual Medical Scheduling & Referral Coordinator to support Virtuous Pain Centers with new patient referral coordination and centralized appointment scheduling across three locations.
The ideal candidate will have experience working with eClinicalWorks (eCW), medical referrals, patient scheduling, insurance information, and patient communication. This role requires strong attention to detail and the ability to manage multiple referrals and scheduling requests while ensuring patients are contacted promptly.
Key Responsibilities
New Patient Referral Coordination
- Monitor and work incoming new patient referrals assigned through eClinicalWorks (eCW), including referrals received through the practice's integrated fax workflow.
- Review referral documentation and attachments for completeness.
- Create new patient accounts in eCW when necessary.
- Accurately enter patient demographics, insurance information, referring provider information, and other required details.
- Review referrals to determine whether all information required for scheduling has been received.
- Identify missing or incomplete information and communicate unresolved referral issues to the appropriate team member.
- Contact new patients to schedule their initial appointments.
- Schedule patients with the appropriate provider, location, appointment type, and timeframe.
- Work referrals promptly to minimize delays in patient scheduling.
- Document all patient contact attempts and scheduling activity in eCW.
- Follow up with patients who do not respond to initial scheduling attempts.
- Maintain an organized referral workflow to ensure no referrals are overlooked or left unworked.
Established Patient Scheduling
- Provide centralized scheduling support for all three Virtuous Pain Centers locations.
- Schedule and reschedule established patient follow-up appointments.
- Assist patients calling to schedule, reschedule, or modify appointments.
- Review provider schedules in eCW and identify appropriate appointment availability.
- Ensure patients are scheduled with the correct provider, location, appointment type, and timeframe.
- Schedule Creyos-related appointments according to Virtuous scheduling guidelines.
- Assist with filling available appointment openings and reducing unnecessary gaps in provider schedules.
- Document scheduling-related communications in eCW.
- Escalate scheduling issues that cannot be resolved independently to the appropriate team member.
Creyos Scheduling
- Understand the practice's Creyos scheduling cycle to ensure patients are booked for the correct appointment type.
- No Creyos assessments will be performed by the VA.
- No access to the Creyos platform is required.
Top 3 Daily Responsibilities
- Manage incoming new patient referrals and ensure referral documentation is complete and ready for scheduling.
- Enter and maintain accurate patient information in eClinicalWorks, including demographics, insurance, and referring provider details.
- Contact and schedule new and established patients, including follow-up and Creyos-related appointments.
Requirements
Required Qualifications
- Previous experience in medical scheduling, referral coordination, medical reception, or healthcare administration.
- Hands-on experience with eClinicalWorks (eCW) is strongly preferred.
- Strong understanding of patient scheduling workflows.
- Experience reviewing and entering patient demographic and insurance information.
- Excellent attention to detail and organizational skills.
- Strong verbal and written communication skills.
- Ability to manage multiple referrals and scheduling requests without losing track of pending items.
- Comfortable communicating directly with patients by phone.
- Ability to work independently in a remote environment.
- Strong computer skills and ability to learn and follow established workflows.
Preferred Qualifications
- Previous experience coordinating new patient referrals.
- Experience working with specialty medical practices.
- Experience scheduling across multiple providers or locations.
- Familiarity with insurance information and referral requirements.
- Experience with high-volume patient scheduling.
- Previous experience with centralized scheduling teams.
Important Notes
- The practice's fax workflow is integrated directly into eClinicalWorks; a separate fax platform is not required.
- The VA will not perform Creyos assessments and does not need access to the Creyos platform.
- The primary focus is referral management, accurate data entry, patient outreach, and appointment scheduling.
- The VA will support scheduling for three Virtuous Pain Centers locations.
Benefits
Employment Type: Full-Time
Work Schedule: Monday–Thursday, 7:00 AM–5:00 PM PST
Location: Remote
EMR: eClinicalWorks (eCW)
Practice: Virtuous Pain Centers
Compensation will be negotiated based on the candidate’s experience, skills, and knowledge.
