Healthcare Operations Coordinator – Medical & Aesthetics

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Manage daily administrative functions for two healthcare practices located in the U.S.

• Coordinate operational workflows and oversee a team of approximately 10–15 staff members.

• Supervise staff schedules, roles, and the completion of tasks.

• Relay physician feedback, tackle operational issues, and facilitate workflow enhancements.

• Assist in training staff and ensure adherence to established procedures.

• Identify operational challenges and follow up on pending tasks.

• Generate and evaluate reports from AthenaHealth.

• Review daily patient encounters, verifying or entering procedure codes provided or confirmed by physicians.

• Spot incomplete encounter data and work with physicians to implement corrections.

• Monitor billing reports, accounts receivable, and claim denials, coordinating follow-ups with the external billing team.

• Collaborate with external credentialing partners.

• Support HEDIS-related healthcare quality initiatives in conjunction with staff and the CIN coordinator.

• Oversee staff scheduling, attendance tracking, routine PTO approvals, and payroll preparation.

• Address staff concerns and escalate issues that require executive intervention.

• Communicate with vendors, manage inventory, and prepare purchase orders.

• Address patient issues escalated by front-office personnel.

• Provide operational updates and relay unresolved matters to practice leadership.

⛳️ Requirements

• At least 2–3 years of experience in a Medical Office Manager position or a healthcare management role with a focus on practice operations, reporting, billing, and AR/AP management.

• A minimum of 1 year of recent hands-on experience with AthenaHealth, particularly in reporting and encounter management.

• Experience in supervising healthcare staff, coordinating daily medical practice operations, and collaborating closely with physicians.

• Familiarity with healthcare administrative workflows, billing processes, and operational reporting.

• Strong organizational, problem-solving, leadership, and follow-up abilities.

• Excellent written and verbal communication skills in English.

• Proactive, detail-oriented, and capable of working independently.

• Required: practical experience in medical office or healthcare operations management.

• Relevant work experience is necessary.

• Must provide an NBI Clearance and/or Local Police Clearance prior to onboarding.

• Must be available for video meetings with the camera on when necessary.

• Reliable laptop or desktop computer is required.

• A stable high-speed internet connection of at least 25 Mbps is essential.

• Noise-canceling headset is necessary.

• Working webcam is required.

• A quiet and professional work environment is mandatory.

• Preferred: experience in internal medicine, primary care, preventive medicine, or longevity-focused practices.

• Preferred: experience managing multiple healthcare practices or teams of 10–15 staff members.

• Preferred: knowledge of medical billing reports, denial tracking, and external billing coordination.

• Preferred: exposure to HEDIS initiatives, healthcare quality metrics, or CIN-related reporting.

• Preferred: experience in vendor management, inventory tracking, staff scheduling, and payroll preparation.

🏝️ Benefits

• Dedicated HR & Contractor Support Team.

• Premium VPN Access (Optional).

• HIPAA & Cybersecurity Training + Certification (Provided).

• Top 1% VA Performance Training.

• Client-Approved U.S. Holidays.

• Client-Approved Paid or Unpaid Time Off; paid time off is optional and only if offered by the client.

• Access to Tools & Resources, including templates, workflow guides, productivity tools, and client-specific SOP support.

• Optional performance-based incentives, bonuses, or increased hours based on performance.

• Resources, training, and client-approved allowances for independent contractors.