Patient Care Coordinator (Rheumatology)

Scope of Work / Responsibilities

• Patient Intake & Clinical Documentation
• Conduct patient intake and gather relevant medical information
• Update medications, allergies, medical history, and medical conditions within the NextGen EMR system
• Document the reason for consultations and follow-up visits accurately
• Enter diagnoses and physician comments as directed by providers
• Aid in chart preparation and real-time documentation support during patient visits
• Maintain accurate and up-to-date patient records within the EMR
• Patient Scheduling & Care Coordination
• Schedule patient appointments and manage provider calendars
• Send appointment reminders and coordinate follow-up visits
• Aid with patient inquiries regarding appointments and care coordination
• Communicate professionally with patients, providers, pharmacies, laboratories, and external healthcare organizations
• Request and obtain medical records from other clinics and healthcare facilities
• Insurance Verification & Prior Authorizations
• Verify patient insurance eligibility and benefits
• Process prior authorization requests and insurance-related documentation
• Aid with claims processing and insurance follow-up activities
• Maintain accurate insurance records and supporting documentation
• Medication, Referrals & Administrative Support
• Aid with medication orders, prescription workflows, and refill requests
• Support referral coordination and laboratory order processing
• Ensure orders, documentation, and follow-up actions are completed accurately
• Manage patient correspondence through phone, email, and text communication
• Aid with general administrative projects and operational tasks as needed
• Cross-Functional Team Support
• Cross-train in additional office functions to provide coverage and support when needed
• Aid with workflow management and operational improvements
• Support providers and staff by maintaining organized documentation and efficient processes

Requirements

• Healthcare Experience
• Previous experience as a Medical Assistant, Medical Receptionist, Medical Administrative Assistant, Medical Scribe, Patient Care Coordinator, Nurse, Pharmacist, Pharmacy Technician, or similar healthcare role
• Strong understanding of healthcare workflows, patient communication, and medical terminology
• Experience supporting providers in a clinical or medical office setting
• EMR & Clinical Documentation Experience
• Experience working with EHR/EMR systems required
• Experience with NextGen EMR strongly preferred
• Comfortable updating patient histories, medications, allergies, diagnoses, and provider notes
• Strong documentation accuracy and attention to detail
• Experience supporting clinical documentation and chart management workflows
• Insurance & Administrative Experience
• Experience with insurance verification, eligibility checks, and prior authorizations
• Familiarity with claims processing and healthcare administrative workflows
• Experience using Availity or similar insurance platforms preferred
• Communication & Professionalism
• Excellent spoken and written English communication skills
• Strong phone etiquette and patient-facing communication skills
• Comfortable interacting directly with patients through phone and video communication
• Professional, compassionate, and service-oriented demeanor
• Systems & Software Experience
• Experience with the following systems is preferred:
• NextGen Office
• Availity
• Clinect
• Broadvoice
• Other healthcare scheduling, insurance, and documentation platforms

Top 3 Priorities

• Patient Intake & Clinical Documentation
• Patient Scheduling & Care Coordination
• Insurance Verification & Prior Authorizations

Basic Requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on
• Must be willing and able to remain in a virtual video conference room with their camera on for the entire shift

Technical Requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.