Patient Care Coordinator (Athena EHR)

Winning Assistants, Inc.; United States; Remote; USD 7,000 - 8,000; Part time

Job summary

Winning Assistants is seeking a proactive Patient Care Coordinator to support daily administrative and patient care operations for a growing healthcare practice. You will be the first point of contact for patients, handling calls, coordinating appointments, verifying insurance, and assisting with prior authorizations to ensure smooth patient journeys.

The role emphasizes excellent English communication, meticulous record-keeping in EHRs (Athena preferred), and strong organizational skills to

Qualifications

• Previous healthcare administrative or clinical experience is required.
• Experience working in a medical practice or healthcare environment.
• Previous experience as a Patient Care Coordinator, Medical Virtual Assistant, Medical Receptionist, Medical Administrative Assistant, Healthcare Coordinator, or similar role.
• Experience using an Electronic Health Record (EHR) system is required.
• Athena EHR experience is preferred but not required; candidates with experience using similar EHR systems and the ability to quickly learn Athena are encouraged to apply.

Responsibilities

• Manage inbound patient calls and triage patient inquiries.
• Determine whether patients require appointment scheduling, medication refill requests, or clinical consultation.
• Schedule patient appointments and coordinate follow-up visits.
• Send patient notifications, appointment reminders, and follow-up communications.
• Deliver professional, compassionate, and timely support to patients throughout their care journey.
• Complete new patient intake and onboarding.
• Maintain accurate patient records within the EHR system.
• Complete and submit administrative forms and documentation.
• Perform general back-office administrative tasks.
• Assist with Google Voice call management and call forwarding.

Skills

Healthcare administration

Patient communication

Scheduling

Insurance verification

Prior authorizations

EHR experience

English communication

Athena EHR

Google Voice

Tools

Athena EHR

Google Voice

Job description

Job Title: Patient Care Coordinator

Position type: Part-Time

Work Schedule

• Monday – Tuesday: 8:00 AM – 5:00 PM Mountain Daylight Time (1-hour lunch break)
• Wednesday: 9:00 AM – 1:00 PM Mountain Daylight Time

Salary: $5 - $6 per hour, depending on experience

Workplace: Remote

Preferred Candidate Location: Philippines

Our client is seeking a proactive, organized, and compassionate Patient Care Coordinator to support the daily administrative and patient care operations of a growing healthcare practice.

As the first point of contact for patients, you will play a key role in delivering an outstanding patient experience by managing inbound calls, coordinating appointments, assisting with new patient intake, verifying insurance, processing prior authorizations, and providing administrative support that keeps the practice running efficiently.

This role is ideal for someone with previous healthcare administrative experience who enjoys helping patients navigate their care journey. You'll confidently triage patient inquiries, determine the appropriate next steps, and ensure patients receive timely assistance while supporting providers with essential administrative tasks.

While experience with Athena EHR is preferred, candidates with experience using other Electronic Health Record (EHR) systems and the ability to quickly learn Athena are encouraged to apply.

As the practice continues to grow, you'll have the opportunity to expand your responsibilities and become an integral member of a collaborative healthcare team dedicated to providing exceptional patient care.

Scope of Work / Responsibilities

Patient Communication & Care Coordination

• Manage inbound patient calls and appropriately triage patient inquiries
• Determine whether patients require appointment scheduling, medication refill requests, or clinical consultation
• Schedule patient appointments and coordinate follow-up visits
• Send patient notifications, appointment reminders, and follow-up communications
• Deliver professional, compassionate, and timely support to patients throughout their care journey

Patient Intake & Administrative Support

• Complete new patient intake and onboarding
• Maintain accurate patient records within the EHR system
• Complete and submit administrative forms and documentation
• Perform general back-office administrative tasks
• Assist with Google Voice call management and call forwarding

Insurance & Billing Support

• Verify patient insurance eligibility and benefits
• Process prior authorization requests with insurance providers
• Provide billing support and coordinate with the practice's external billing company
• Assist with insurance-related documentation and follow-up as needed

Practice Operations

• Help reduce the administrative backlog so providers can focus on delivering quality patient care
• Support the continued growth of the practice by taking on additional responsibilities as needed
• Collaborate with providers and team members to maintain efficient daily operations

Top 3 Priorities

1. 1. Inbound Call Management & Patient Triage

   Professionally manage inbound patient calls, assess patient needs, and direct each inquiry to the appropriate next step.

2. 2. Patient Scheduling & New Patient Intake

   Coordinate appointments, onboard new patients, and maintain accurate scheduling and patient records.

3. 3. Patient Notifications & Follow-Up

   Ensure patients receive timely appointment reminders, follow-up communications, and ongoing administrative support.

Requirements

Required Skills & Experience

Healthcare Administration

• Previous healthcare administrative or clinical experience is required
• Experience working in a medical practice or healthcare environment
• Previous experience as a Patient Care Coordinator, Medical Virtual Assistant, Medical Receptionist, Medical Administrative Assistant, Healthcare Coordinator, or similar role
• Experience using an Electronic Health Record (EHR) system is required
• Athena EHR experience is preferred but not required; candidates with experience using similar EHR systems and the ability to quickly learn Athena are encouraged to apply

Insurance & Patient Coordination

• Experience with insurance verification and benefits eligibility
• Experience processing prior authorizations
• Familiarity with medical billing processes and coordinating with billing teams
• Experience with patient scheduling, patient intake, and healthcare documentation
• Ability to confidently triage patient inquiries and determine appropriate next steps

Communication & Professional Skills

• Excellent verbal and written English communication skills
• Strong phone etiquette and patient service skills
• Professional, compassionate, and patient-focused communication style
• Highly organized with exceptional attention to detail
• Able to manage multiple priorities in a fast-paced healthcare environment
• Reliable, proactive, and adaptable
• Self-motivated and able to work independently with minimal supervision
• Strong problem-solving and critical-thinking skills
• Comfortable supporting a growing practice and adapting to evolving responsibilities

Preferred Experience

• Athena EHR
• Google Voice
• Insurance payer portals
• Medical billing support
• Prior authorization processing

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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.
• These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.