Medical Scheduling & Records Coordinator – Occupational Healthcare

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

📋 Description

• Schedule appointments for occupational health and ensure patient schedules are accurately maintained.

• Send reminders for appointments and follow up with patients to confirm their attendance or address scheduling needs.

• Monitor pending, missed, and rescheduled appointments along with outstanding patient follow-ups.

• Coordinate appointment particulars with patients, supervisors, physicians, vendors, and internal team members.

• Collect and document information following physician appointments.

• Gather results from blood work, hearing and vision screenings, fit-to-work notes, and other occupational health records.

• Follow up with physician offices and vendors to secure missing or incomplete documentation.

• Ensure that patient records and occupational health documents are complete, accurate, and properly updated.

• Update Excel spreadsheets and PrognoCis EMR as necessary.

• Assist in the transition of workflows and data from Excel to PrognoCis.

• Maintain administrative records, tracking sheets, and patient documentation.

• Learn client systems and identify areas for improving administrative workflows.

• Aid in reviewing billing information, co-payments, and supporting records.

• Identify discrepancies in billing or documentation and coordinate corrections.

• Keep accurate financial and administrative documentation.

• Communicate with supervisors, physicians, vendors, and patients about appointments, documentation, and outstanding requirements.

• Escalate unresolved scheduling, documentation, or administrative issues as necessary.

⛳️ Requirements

• Experience in medical scheduling, appointment coordination, patient follow-up, healthcare administration, or medical office support.

• Strong background in scheduling appointments, sending reminders, tracking confirmations, and following up on unresolved scheduling matters.

• Prior experience with an EMR/EHR system.

• High proficiency in Microsoft Excel and experience in maintaining detailed healthcare or administrative spreadsheets.

• Keen attention to detail when managing patient schedules, medical documentation, records, and healthcare data.

• Comfortable following up with patients, physician offices, supervisors, and vendors to obtain necessary information.

• Ability to work independently without constant supervision or frequent follow-up.

• Professional and assertive communication skills.

• Comfortable interacting with patients from diverse backgrounds and handling both formal and informal communication professionally.

• Willingness and capability to quickly learn PrognoCis EMR and achieve high proficiency with the platform.

• Must be able to speak and write in English clearly and professionally.

• Relevant work experience is required.

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

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

• Reliable laptop or desktop computer is necessary.

• Stable high-speed internet connection (minimum 25 Mbps) is required.

• Noise-canceling headset is necessary.

• Working webcam for virtual meetings is required.

• Quiet and professional work environment is essential.

• Experience with medical billing, reconciliation, accounting support, or payment tracking is preferred but not mandatory.

• Familiarity with PrognoCis EMR, Opti Mantra, Microsoft Excel, Microsoft SharePoint, and Microsoft 365 / Office 365 is beneficial.

🏝️ 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

• Access to Tools & Resources

• Optional Performance-Based Incentives

• Optional contractor perks and client-approved allowances