Virtual Medical Scheduler

Description:

At Health & Virtuals, we build structured, reliable support systems for healthcare practices across the United States—placing trained remote professionals into real operational workflows that keep practices running smoothly and predictably.

We are currently hiring a Virtual Medical Scheduler—a front-line role responsible for managing patient communication, appointment workflows, and scheduling coordination across clinics.

Role Overview

The Virtual Medical Scheduler serves as the first point of contact for patients, ensuring every interaction is handled with clarity, professionalism, and care.

This role sits at the intersection of communication, coordination, and execution—balancing patient experience with operational accuracy.

You will manage scheduling across providers, maintain accurate records in the EHR, and ensure every appointment is properly set up, documented, and followed through.

What You’ll Be Doing

Patient Communication & Call Handling

• Answer inbound calls professionally and guide patients through scheduling or inquiries
• Return missed calls and follow up on voicemails within defined timelines
• Document all interactions clearly in the system

Appointment Scheduling & Calendar Management

• Schedule, reschedule, and cancel appointments based on provider availability
• Manage multi-provider, multi-location calendars with accuracy
• Coordinate waitlists, recalls, and urgent scheduling needs

Pre-Appointment Coordination

• Confirm patient demographics and basic insurance details
• Send confirmations, reminders, and prep instructions
• Identify and escalate issues (insurance, symptoms, scheduling conflicts)

Documentation & Workflow Support

• Maintain accurate notes and communication logs in the EHR
• Follow HIPAA-compliant documentation practices
• Coordinate handoffs with billing, clinical, and admin teams

What We’re Looking For

Core Skills

• Strong phone presence with clear, professional communication
• Comfortable working in EHR or scheduling systems
• Ability to manage multiple calendars and dynamic schedules
• Basic understanding of appointment types (follow-ups, telehealth, etc.)
• Awareness of HIPAA and data confidentiality practices

How You Work

• Organized and detail-oriented
• Able to handle high call volume while maintaining accuracy
• Reliable with strong follow-through
• Calm under pressure and adaptable to real-time changes
• Collaborative with strong internal communication

Baseline Requirements (All Roles)

• Comfortable with digital tools (EHR/CRM, scheduling platforms)
• Proficient in Google Workspace / Microsoft Office
• Familiar with communication tools (Slack, Zoom, Teams)
• Able to manage tasks using structured workflows or trackers
• Strong time management and prioritization skills

These baseline competencies are standardized across all roles to ensure consistent performance and workflow reliability.

Working Hours

• Shift: 8:30 AM – 5:30 PM (EST)
• Work Setup: Fully Remote

Additional Notes

• Prior experience in healthcare scheduling, front desk, or admin roles is a plus, not mandatory
• Training and structured onboarding will be provided
• This is a process-driven role, not just a communication role—execution and consistency matter

Why This Role Matters

In healthcare operations, scheduling is not just logistics—it directly impacts patient experience, provider efficiency, and revenue flow.

This role ensures that:

• Patients are seen on time
• Providers stay organized
• Workflows don’t break