Front Desk, Procedure Coordination & Prior Authorization

Remote | Multi-Specialty Facility | 30–40 Hours per Week | $6/Hour

Schedule: Monday to Friday, No Weekends, Follows Central Time

About the Role

A growing multi-specialty medical practice specializing in Cardiology, Neurology, and Pain Management is seeking an experienced and highly detail-oriented Virtual Medical Assistant to support patient communication, appointment scheduling, procedure coordination, and insurance-related processes.

The ideal candidate has hands-on experience in a U.S. healthcare setting, particularly in benefits verification, prior authorizations, and coordinating patient procedures. This role requires someone who can work independently, anticipate patient needs, maintain accurate records, and consistently follow through on outstanding tasks without constant supervision.

Key Responsibilities

1. Patient Communication & Appointment Scheduling
   • Manage inbound patient calls, appointment requests, and inquiries with professionalism and empathy.
   • Schedule, confirm, cancel, and reschedule appointments across multiple medical specialties.
   • Conduct outbound follow-ups for missed appointments, canceled procedures, and patients requiring additional assistance.
   • Explain scheduling and procedural requirements clearly, address patient concerns, and encourage patients to complete recommended services.
2. Procedure Coordination & Patient Follow-Up
   • Coordinate patient procedures from initial scheduling through completion, ensuring all necessary requirements are addressed.
   • Conduct pre-procedure follow-ups, including confirming appointments, verifying patient readiness, and communicating provider-approved preparation instructions.
   • Ensure benefits verification and other required preparations are completed at least seven days before scheduled procedures.
   • Track pending procedures, referrals, cancellations, and rescheduling requests to prevent patients from being overlooked or experiencing unnecessary delays.
3. Insurance Verification, Prior Authorization & Administrative Support
   • Perform accurate insurance eligibility and benefits verification, including confirming coverage for scheduled services and procedures.
   • Submit, track, and follow up on prior authorization requests, ensuring authorization requirements are correctly identified before services are rendered.
   • Maintain organized patient records, referral information, insurance documentation, and outstanding task lists.
   • Monitor unresolved requests, proactively follow up on pending items, and document workflows to support consistent operations and process improvements.

Required Qualifications

• Previous experience as a Medical Virtual Assistant, Medical Receptionist, Patient Coordinator, or similar role supporting a U.S. healthcare practice.
• Hands-on experience with insurance benefits verification and prior authorizations.
• Experience coordinating medical procedures, managing referrals, and scheduling patient appointments.
• Strong understanding of U.S. healthcare workflows, insurance processes, and patient confidentiality requirements.
• Excellent spoken and written English communication skills, with confidence handling patient calls and addressing concerns.
• Exceptional attention to detail, organizational skills, and the ability to manage multiple follow-up tasks accurately.
• Ability to work independently, take ownership of responsibilities, and adapt to changing procedures and priorities.
• Familiarity with EHR/EMR systems and insurance verification or authorization platforms.

Preferred Qualifications

• Previous experience supporting Cardiology, Neurology, Pain Management, or other procedure-intensive specialties.
• Experience managing pre-procedure requirements and coordinating patients through multiple stages of care.
• Experience supporting a growing or multi-specialty medical practice.

Ideal Candidate Profile

We are looking for someone who is:

• Proactive and accountable Takes ownership of assigned tasks and follows through without repeated reminders.
• Highly detail-oriented Understands that inaccuracies in insurance verification, prior authorizations, or procedure scheduling can significantly impact patient care and practice operations.
• Patient-focused and persuasive Communicates confidently, addresses patient hesitation with empathy, and helps patients understand the importance of recommended procedures without providing independent medical advice.
• Adaptable and resourceful Comfortable with evolving workflows, changing priorities, and identifying opportunities to improve processes.
• Reliable and results-driven Consistently completes assigned responsibilities, tracks pending tasks, and maintains a high standard of accuracy and productivity.