Virtual Healthcare Scheduling Assistant

At Vintti, we specialize in providing US businesses with staffing solutions that feel local. By connecting companies with Latin American professionals operating in compatible time zones, we ensure that work schedules align naturally with US business hours. This temporal harmony facilitates immediate response times, efficient project management, and a cohesive team dynamic regardless of physical location.

A Virtual Healthcare Scheduling Assistant is responsible for efficiently managing the scheduling needs of healthcare providers and patients in a remote setting. Utilizing advanced scheduling software, they organize appointments, coordinate follow-ups, and ensure that healthcare facilities operate smoothly. They help minimize scheduling conflicts, enhance patient satisfaction, and streamline administrative workflows. By handling appointment scheduling virtually, they free up medical staff to focus on patient care, contributing to an overall enhancement of healthcare service delivery.

- High school diploma or equivalent; additional certification in healthcare administration is a plus.
- Previous experience in medical scheduling or healthcare administration preferred.
- Proficiency with healthcare scheduling software and electronic health records (EHR) systems.
- Strong understanding of medical terminology and healthcare procedures.
- Excellent communication skills, both written and verbal.
- Ability to multitask and prioritize in a fast-paced environment.
- Strong organizational skills and attention to detail.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.
- Ability to provide technical support for virtual appointments.
- Strong problem-solving skills and the ability to handle urgent and complex requests.
- Knowledge of privacy laws and regulations, such as HIPAA.
- Ability to work independently and collaboratively with a remote team.
- Customer service-oriented with a patient and empathetic demeanor.
- Must pass a background check and have a reliable internet connection.
- Availability to work flexible hours, including occasional evenings and weekends.

- Respond to patient inquiries via phone, email, and online chat.
- Schedule and confirm patient appointments using healthcare scheduling software.
- Coordinate with healthcare providers to manage appointment availability and cancellations.
- Verify patient insurance information and eligibility prior to appointments.
- Send appointment reminders to patients via text, email, or phone calls.
- Assist patients with rescheduling or canceling appointments as needed.
- Maintain accurate patient scheduling records and update patient information in the database.
- Track and manage appointment waitlists to fill last-minute cancellations.
- Coordinate telehealth appointments and provide technical support for virtual visits.
- Communicate effectively with healthcare providers and administrative staff to ensure seamless scheduling processes.
- Monitor and manage the scheduling inbox to address incoming requests promptly.
- Generate daily, weekly, and monthly appointment schedules and reports.
- Ensure compliance with privacy laws and healthcare regulations while managing patient information.
- Handle urgent scheduling requests and escalate issues to supervisors when necessary.
- Train new staff on scheduling procedures and software tools.

The ideal candidate for the Virtual Healthcare Scheduling Assistant role is a highly organized and detail-oriented professional with a proven background in medical scheduling or healthcare administration. They possess exceptional communication skills, both written and verbal, enabling them to interact effectively with patients, healthcare providers, and administrative staff. Experienced in using healthcare scheduling software and electronic health records (EHR) systems, the candidate is adept at managing various types of appointments, verifying insurance information, and maintaining accurate patient records. They have a solid understanding of medical terminology and healthcare procedures, combined with a strong knowledge of privacy laws and regulations such as HIPAA. The ideal candidate is a proactive problem-solver with the ability to handle urgent and complex requests, providing technical support for virtual appointments and ensuring seamless scheduling processes. Flexible and adaptable, they are capable of working independently and collaboratively within a remote team, demonstrating a patient-centric approach with empathy and professionalism. Additionally, they bring a high degree of discretion, reliability, and a commitment to continuous learning and improvement, making them well-suited for this dynamic and fast-paced role.

- Respond to patient inquiries via phone, email, and online chat.
- Schedule and confirm patient appointments using healthcare scheduling software.
- Coordinate with healthcare providers to manage appointment availability and cancellations.
- Verify patient insurance information and eligibility prior to appointments.
- Send appointment reminders to patients via text, email, or phone calls.
- Assist patients with rescheduling or canceling appointments as needed.
- Maintain accurate patient scheduling records and update patient information in the database.
- Track and manage appointment waitlists to fill last-minute cancellations.
- Coordinate telehealth appointments and provide technical support for virtual visits.
- Communicate effectively with healthcare providers and administrative staff to ensure seamless scheduling processes.
- Monitor and manage the scheduling inbox to address incoming requests promptly.
- Generate daily, weekly, and monthly appointment schedules and reports.
- Ensure compliance with privacy laws and healthcare regulations while managing patient information.
- Handle urgent scheduling requests and escalate issues to supervisors when necessary.
- Train new staff on scheduling procedures and software tools.

- Exceptional communication skills, both written and verbal
- Strong organizational skills and attention to detail
- Ability to multitask and prioritize in a fast-paced environment
- Proficiency in healthcare scheduling software and EHR systems
- Previous experience in medical scheduling or healthcare administration
- Understanding of medical terminology and healthcare procedures
- Strong problem-solving skills and the ability to handle urgent and complex requests
- Knowledge of privacy laws and regulations, such as HIPAA
- Technical aptitude to provide support for virtual appointments
- Ability to work independently and collaboratively with a remote team
- Customer service-oriented with a patient and empathetic demeanor
- Flexibility to work various hours, including occasional evenings and weekends
- Reliable internet connection
- High degree of professionalism and discretion
- Eagerness to learn and adapt in a changing environment

- Competitive salary ranging from $40,000 to $50,000 annually, based on experience.
- Comprehensive health insurance including medical, dental, and vision coverage.
- Retirement savings plan with employer matching contributions.
- Paid time off (PTO) including vacation, sick leave, and holidays.
- Flexible work hours and remote work opportunities to support work-life balance.
- Access to continuing education and professional development resources.
- Employee assistance program (EAP) for personal and professional support.
- Performance-based bonuses and incentive programs.
- Opportunities for career advancement within the organization.
- Reimbursement for relevant certification and training programs.
- Supportive and collaborative remote work environment.
- Provision of necessary office equipment for remote work.
- Discounts on healthcare services provided by the organization.
- Regular team-building activities and virtual events.
- Recognition and rewards for outstanding performance and service excellence.