Patient Scheduling & Insurance Specialist

Winning Assistants, Inc.; New York (NY); Hybrid; USD 6,900 - 8,300; Full time

Benefits offered by this job

HIPAA training

VPN access

Contractor support

Job summary

Winning Assistants, Inc. is seeking a Medical Scheduling & Insurance Verification Virtual Assistant for a remote role with a 9:00 AM–6:00 PM ET schedule, Monday–Friday. You will manage patient appointments, verify insurance, and ensure accurate EHR records for a busy primary care practice in Long Island, NY.

The ideal candidate is organized, detail-focused, and capable of working independently while maintaining HIPAA compliance.

Qualifications

• Experience as Medical Virtual Assistant or similar healthcare admin role.
• Scheduling, rescheduling, and appointment coordination experience.
• Verifying insurance information and patient eligibility.
• Experience with EHR and maintaining patient records accurately.
• Strong English written and verbal communication with phone etiquette.
• Ability to follow HIPAA and office protocols.

Responsibilities

• Coordinate patient appointments across multiple providers.
• Verify demographics and insurance details; update in EHR.
• Maintain accurate, confidential patient charts and notes.
• Escalate complex issues to provider/office manager when needed.

Skills

Medical Scheduling

Insurance Verification

EHR systems

HIPAA compliance

Professional communication

Education

None

Tools

AdvancedMD

Ooma

Job description

Patient Scheduling & Insurance Specialist
Position Type: Full-Time
Work Schedule: 9:00 AM–6:00 PM Eastern Time (1-hour unpaid lunch break)
Working days: Monday–Friday
Salary: $5–$6 per hour (depending on experience)
Workplace: Remote

Join a well-established primary care practice and help deliver a seamless patient experience!

Our client is looking for a highly organized, detail-oriented, and experienced Medical Scheduling & Insurance Verification Virtual Assistant to support a busy, well-established primary care practice in Long Island, New York.

The practice operates across three locations, with 10 healthcare providers and approximately 40 staff members, serving 4,500–5,000 patients monthly.

In this role, you will be responsible for coordinating patient appointments, verifying insurance and demographic information, and ensuring accurate patient records in the Electronic Health Record (EHR) system.

The ideal candidate is someone who thrives in a fast-paced healthcare environment, communicates professionally with patients, and understands the importance of accuracy, organization, and following established medical office protocols.

Key Responsibilities

1. Patient Scheduling & Appointment Coordination

• Schedule appointments for new and established patients across multiple providers.
• Manage appointment rescheduling and confirm appointment details.
• Follow established scheduling protocols to ensure accurate bookings.
• Communicate appointment requirements and relevant instructions to patients.
• Assist with referral and specialist appointment scheduling when applicable.

2. Patient Registration & Insurance Verification

• Verify, update, and maintain accurate patient demographic information.
• Review insurance details and verify eligibility and coverage when applicable.
• Ensure insurance information is entered correctly into the EHR.
• Identify and resolve missing, outdated, or incomplete patient registration and insurance information.
• Communicate with patients to obtain necessary information.

3. EHR Management & Administrative Accuracy

• Accurately enter and update patient information using AdvancedMD.
• Maintain organized, complete, and up-to-date patient charts.
• Document scheduling activities, insurance details, and relevant patient communications.
• Identify discrepancies and ensure information is corrected promptly.
• Maintain patient confidentiality and follow HIPAA guidelines.
• Escalate complex concerns to the provider or office manager when necessary.

Tools Used:

• AdvancedMD – Electronic Health Records (EHR) and practice management
• Ooma – Patient phone communication

Required Qualifications

• Previous experience as a Medical Virtual Assistant, Medical Assistant, Medical Receptionist, Patient Registration Specialist, or in a similar healthcare administrative role.
• Hands-on experience with patient scheduling, rescheduling, and appointment coordination.
• Proven experience verifying medical insurance information, patient eligibility, and demographic details.
• Experience navigating EHR systems and accurately maintaining patient records.
• Strong understanding of medical terminology and healthcare administrative workflows.
• Excellent written and verbal English communication skills with professional phone etiquette.
• Exceptional attention to detail, organizational skills, and ability to follow established scheduling protocols.
• Ability to multitask efficiently while communicating with patients and updating records.
• Strong judgment, problem-solving skills, and ability to work independently within established protocols.
• Ability to recognize situations requiring escalation to a provider or office manager.
• Ability to handle confidential patient information in compliance with HIPAA regulations.
• Willingness to submit an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be comfortable attending video meetings with the camera on when required.
• Must be available to work the full assigned Eastern Time schedule.

Preferred Qualifications

• Previous experience supporting a U.S.-based primary care medical practice.
• Hands-on experience with AdvancedMD.
• Familiarity with Ooma or similar VoIP phone systems.
• Experience supporting high-volume medical practices with multiple providers or locations.
• Experience coordinating referrals and specialist appointments.

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.

• 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.