Medical Administrative Coordinator (Remote) | Mexico

HireHawk Inc.; United States; Remote; USD 52,000 - 68,000; Full time

Job summary

HireHawk Inc. is seeking a Remote Medical Administrative Coordinator to support a U.S.-based medical practice.

You will manage patient communications, scheduling, payments, and documentation from intake through the pre- and post-appointment stages, enabling clinic leadership to focus on higher-level operations. This patient-facing role requires fast response times, meticulous follow-through, and discretion with patient information.

Qualifications

• Experience supporting a US medical practice.
• 3+ years in medical administration or surgical coordination.
• Excellent spoken and written English; professional phone presence.
• Experience with patient communication across calls, texts, emails, follow-ups.
• Familiarity with Google Calendar and Gmail; Google Voice expected.
• Available Wed–Fri 11 AM-8 PM PT and Sat–Sun 9 AM-5 PM PT.

Responsibilities

• Respond promptly to inquiries via calls, texts, emails and keep patients moving forward.
• Schedule consultations, collect fees or deposits, process payments.
• Maintain accurate lead/patient pipeline; update stages and follow-up.
• Coordinate with calendar and EHR/EMR; ensure accuracy.
• Prepare patients for consultations with intake forms and materials.
• Escalate clinical questions appropriately; protect patient confidentiality.
• Collaborate across team; coverage when others unavailable.
• Manage appointment reminders and follow-ups.

Skills

English proficiency

Communication skills

Time management

Customer service

Remote work

Education

Healthcare education or Medical Assistant training

Tools

EHR/EMR

Google Calendar

Gmail

Google Voice

Job description

About Us

HireHawk connects skilled professionals around the world with U.S. and Canadian companies building high-performing remote teams. We believe talented people should be able to do meaningful work from anywhere, with clear expectations, strong coordination, and the opportunity to grow.

For this role, you will support a U.S.-based medical practice where timely communication, careful follow-through, and a high standard of patient service directly affect both the patient experience and day-to-day practice operations.

About the Role

As the Remote Medical Administrative Coordinator, you will help manage patients from the consultation and surgical-coordination stages onward, making sure required administrative steps are completed before surgery.

You will take ownership of patient communication, consultation scheduling, lead follow-up, documentation, payments, and outstanding administrative tasks. Your support will remove a significant amount of day-to-day coordination work from practice leadership, allowing them to focus more heavily on sales and higher-level operations.

This is a highly patient-facing role where speed matters. You should be comfortable responding quickly to new inquiries, managing several conversations at once, and knowing when a question can be handled administratively versus when it needs to be escalated to the clinical team.

Responsibilities

• Keep prospective and existing patients moving forward by responding promptly and professionally to calls, texts, voicemails, and emails.
• Manage new inquiries from first contact through consultation booking, following the practice’s established outreach cadence and completing callbacks consistently.
• Maintain an accurate lead and patient pipeline by documenting communications, updating stages, and tracking every outstanding follow-up.
• Book and confirm consultations, collect consultation fees or deposits, process payments, and send appointment reminders.
• Keep the practice’s Google Calendar and EHR/EMR aligned so appointments, patient information, and statuses remain accurate.
• Prepare patients for consultations by collecting intake forms, photographs, and other required information and following up promptly when anything is missing.
• Help patients access virtual appointments and notify the appropriate team member once patients are fully prepared and ready.
• Upload consultation notes and supporting documentation, update appointment statuses, and identify scheduling conflicts or unresolved administrative tasks before they become problems.
• Protect the patient experience by communicating with warmth and professionalism, following up on review requests, and responding to reviews according to practice guidelines.
• Work collaboratively across the team through cross-training and coverage so patient communication and critical tasks continue when another team member is unavailable.

Requirements

Must-Have:

• Previous hands-on experience supporting a U.S. medical, surgical, aesthetic, or similar healthcare practice. Actual medical-office experience is required.
• 3+ years of relevant experience preferred in medical administration, surgical coordination, patient coordination, pre-op coordination, or related healthcare operations.
• Excellent spoken and written English, with a confident and professional phone presence.
• Experience managing patient communication across phone calls, texts, voicemails, and email, including timely follow-up with new inquiries.
• Experience with lead follow-up, consultation scheduling, patient pipelines, outreach documentation, and tracking outstanding callbacks or tasks.
• Working experience with an EHR/EMR as well as Google Calendar and Gmail. Familiarity with Google Voice or a comparable business phone system is expected.
• Strong judgment, organization, attention to detail, and the ability to protect patient confidentiality while recognizing clinical questions that should be escalated.
• Availability to work Wednesday-Friday, 11 AM-8 PM Pacific Time, and Saturday-Sunday, 9 AM-5 PM Pacific Time. Initial training may take place during different standard business hours.

Nice to Have:

• Medical or healthcare education, Medical Assistant training, nursing-related education, or equivalent clinical-office experience.
• Experience maintaining or administering a CRM.
• Direct experience supporting patients in elective aesthetic, plastic surgery, cosmetic surgery, or another high-touch private medical practice, particularly with a Beverly Hills or comparable patient population.
• Experience independently handling evening or weekend patient communications while maintaining quick response times and consistent follow-through.