Virtual Medical Appointment Coordinator

Vintti specializes in providing US companies with a financial edge through smart staffing solutions. We bridge the gap between American businesses and Latin American talent, offering access to a vast pool of skilled professionals at competitive rates. This approach enables our clients to scale their operations more efficiently, reduce hiring costs, and invest in growth opportunities without compromising on quality.

A Virtual Medical Appointment Coordinator plays a crucial role in the healthcare industry by managing and scheduling appointments for patients through virtual platforms. This position ensures efficient communication between patients and medical professionals, providing a seamless and organized booking experience. Responsibilities include coordinating appointment times, sending reminders, handling cancellations, and updating medical records in real-time. By leveraging technology, Virtual Medical Appointment Coordinators help streamline administrative processes, improve patient satisfaction, and support the overall functionality of healthcare services.

- High school diploma or equivalent; associate degree preferred.
- Minimum 2 years of experience in a healthcare administrative role.
- Proficiency in electronic health record (EHR) systems and telehealth platforms.
- Strong organizational and time-management skills.
- Excellent communication skills, both written and verbal.
- Ability to handle sensitive patient information with confidentiality.
- Knowledge of medical terminology and healthcare regulations, including HIPAA.
- Customer service-oriented with a patient-centric approach.
- Problem-solving skills, especially for technical troubleshooting.
- Attention to detail and accuracy in data entry.
- Ability to multitask and manage multiple priorities.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Flexibility to adapt to changing schedules and demands.
- Ability to work independently and as part of a team.
- Familiarity with insurance verification and pre-authorization processes.
- Experience in scheduling and managing calendars.
- Effective follow-up skills to ensure patient and provider engagement.
- Ability to provide clear instructions and support to patients over various communication channels.
- Willingness to participate in ongoing training and development.

- Schedule virtual medical appointments for patients using electronic health record systems.
- Confirm virtual appointments with patients.
- Manage provider calendars for optimal appointment availability.
- Coordinate virtual visit details, ensuring login information is provided to patients and providers.
- Send reminders to patients regarding upcoming appointments.
- Verify patient insurance information and obtain pre-authorization for services.
- Answer patient inquiries about virtual appointment setup.
- Troubleshoot technical issues related to telehealth platforms.
- Provide instructions to patients on how to use telehealth platforms.
- Collect and update patient demographics and medical histories.
- Communicate patient concerns or updates to healthcare providers prior to appointments.
- Maintain accurate records of patient interactions and appointments.
- Collaborate with administrative staff to improve virtual appointment processes.
- Monitor patient attendance for virtual appointments.
- Follow up on missed or rescheduled virtual visits.
- Assist new patients with the onboarding process.
- Ensure compliance with HIPAA and healthcare regulations.
- Prepare and distribute post-appointment summary notes.
- Provide follow-up instructions to patients after appointments.
- Participate in team meetings to discuss workflow improvements and patient care strategies.

The ideal candidate for the role of Virtual Medical Appointment Coordinator is a highly professional individual with a minimum of two years of experience in a healthcare administrative setting, possessing a detailed understanding of electronic health record (EHR) systems and telehealth platforms. This candidate excels in organizational and time-management skills, demonstrating exceptional attention to detail and accuracy in data entry. Their strong communication abilities, both written and verbal, are complemented by a customer service-oriented mindset and an empathetic, patient-centric approach. Proficient in Microsoft Office Suite and skilled in technical troubleshooting, they have a proven ability to handle multiple priorities and maintain the confidentiality of sensitive patient information, in compliance with HIPAA and other healthcare regulations. Known for their problem-solving prowess, this individual is adept at managing provider calendars, verifying insurance information, and ensuring pre-authorizations for services while effectively coordinating virtual visit details. Their collaborative nature and willingness to participate in ongoing training and development contribute to their adaptability in dynamic work environments. Proactive and driven to improve processes, the ideal candidate excels in follow-up skills to ensure patient and provider engagement, demonstrating reliability, integrity, and the ability to remain calm under pressure. Their enthusiasm for learning and professional development, coupled with their ability to work independently or as part of a team, makes them a standout choice for this critical role in ensuring seamless virtual medical appointments and patient care.

- Schedule and confirm virtual medical appointments for patients using electronic health record systems.
- Manage and adjust provider calendars to ensure optimal appointment availability.
- Coordinate virtual visit details, ensuring patients and providers have necessary login information.
- Send reminders to patients about upcoming appointments via email, text, or phone calls.
- Verify patient insurance information and ensure pre-authorization for services as needed.
- Answer patient inquiries regarding virtual appointment setup and troubleshoot technical issues.
- Provide support and instructions for patients on how to use telehealth platforms effectively.
- Collect and update patient demographics, medical histories, and other relevant information.
- Communicate with healthcare providers to relay any patient concerns or updates before appointments.
- Maintain clear and accurate records of patient interactions and appointments in the system.
- Collaborate with other administrative staff to streamline virtual appointment processes.
- Monitor patient attendance for virtual appointments and follow up on missed or rescheduled visits.
- Assist with the onboarding process for new patients, guiding them through telehealth expectations.
- Ensure compliance with HIPAA and other healthcare regulations while handling patient data.
- Prepare and distribute post-appointment summary notes and follow-up instructions as necessary.
- Participate in regular team meetings to discuss workflow improvements and patient care strategies.

- High level of professionalism and dedication
- Exceptional attention to detail
- Strong problem-solving abilities
- Superior time management and organizational skills
- Clear and effective communication
- Empathetic and patient-centric approach
- Tech-savvy with a quick learning ability for new systems
- Proficiency in multitasking
- High level of integrity and discretion
- Customer service-oriented mindset
- Adaptability to dynamic work environments
- Team collaboration skills
- Proactive and driven to improve processes
- Dependable and reliable
- Strong follow-through and commitment to task completion
- Capable of working independently
- Ability to stay calm under pressure
- Enthusiastic about ongoing learning and professional development

- Competitive salary range: $XX,XXX - $XX,XXX per year
- Comprehensive health benefits (medical, dental, vision)
- Paid time off (PTO) and holiday pay
- Retirement savings plan with employer contribution
- Flexible work schedule and remote work opportunities
- Professional development and continuing education support
- Employee assistance programs (EAP)
- Work-life balance initiatives
- Disability and life insurance coverage
- Employee wellness programs
- Career advancement opportunities within the company
- Tech equipment provided for remote work setup
- Performance-based bonuses and incentives
- Company-sponsored training sessions and workshops
- Regular team building and social activities
- Access to online learning platforms and resources