Patient Coordinator / Front Desk VA

About the Role

The client runs an outpatient surgery center where physicians schedule and perform minor outpatient procedures. This VA will support the administrative side of patient intake and provider coordination — keeping charts complete, records organized in the EMR, and communication flowing smoothly between the office, providers, and patients.

Key Responsibilities

• Assemble patient charts by uploading required paperwork (from digital fax and email) into the electronic medical record (EMR).
• Create new patient accounts in the EMR and keep records up to date.
• Review each patient's file against a standard checklist and flag any missing documents before a scheduled procedure.
• Coordinate with physicians' offices to compile scheduling details and paperwork for blocks of scheduled cases.
• Handle correspondence between providers, partner offices, and the surgery center via email.
• Answer and route incoming calls (via OpenPhone/Zoom Voice) and communicate professionally with patients and providers.
• Support ongoing efforts to bring more AI-driven tools into daily workflows.

What We're Looking For

• 3+ years of experience in a front desk, patient coordinator, or medical administrative role.
• Tech-savvy and comfortable learning new electronic systems and EMR platforms (prior EMR experience is a plus, not required).
• Some experience using AI tools, or enthusiasm for learning and helping implement them.
• Sharp, adaptable, and able to make good judgment calls — knows when to solve independently and when to ask for help.
• Comfortable and confident communicating by phone, email, and Zoom.
• Able to work full-time, Monday–Friday, 9:00 AM–5:00 PM Pacific Time.

Nice to Have

• Bilingual in Spanish, or fluency in a Filipino/Asian language (the practice sees a meaningful number of Filipino and Asian patients).
• Based in the Philippines (slight preference given patient demographics, not a requirement).

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