Patient Services Coordinator - US Healthcare | EST Hours | Remote

ISTA Personnel Solutions; Gauteng; Remote; ZAR 240,000 - 360,000; Full time

Job summary

ISTA Personnel Solutions in South Africa is seeking a highly organized Patient Services Coordinator to support a dental operations team by managing patient follow-ups, treatment approvals and clinical documentation. This fully remote role requires careful record-keeping, adherence to US Medicare/Medicaid processes and timely communication with families, POAs and healthcare professionals.

You will review clinical notes, track multi-step treatment plans, coordinate approvals, and liaise with

Qualifications

• Must be highly organized with excellent time-management skills.
• Strong verbal and written communication abilities.
• Exceptional attention to detail and accuracy in record-keeping.

Responsibilities

• Review dentists' clinical notes to ensure documentation meets Medicare and Medicaid requirements.
• Monitor treatment plans and track progress through multi-step procedures; ensure follow-ups are completed.
• Contact patients’ families, POAs, and social workers to obtain approvals for treatments.
• Follow up on outstanding treatment authorisations to ensure approvals before procedures proceed.
• Coordinate with scheduling to flag patients needing return visits or extra appointments.
• Handle high volume calls and emails from facility staff, families, and healthcare professionals.
• Maintain accurate patient records and monitor task dashboards.

Skills

Organization

Time management

Verbal communication

Written communication

Attention to detail

Accountability

Tech-savviness

Tools

Internal systems

Scheduling tools

Medicare/Medicaid familiarity

Job description

ISTA Personnel Solutions is a dynamic and fast-growing BPO company. We are not a recruitment agency. We partner with international US clients and integrate our staff members directly within our clients' operations. We focus on long-term placements where you contribute directly to the client's success.

We are looking for a highly organised and detail-oriented Patient Services Coordinator to support a team of dentists by managing patient follow-ups, treatment approvals, clinical documentation and day-to-day communication.

You'll be responsible for reviewing clinical documentation, coordinating treatment approvals, tracking patients through multi-step treatment processes and ensuring that important follow-ups are completed. The role involves a high volume of communication and requires someone who can manage competing priorities while maintaining accurate patient records.

PLEASE NOTE:

• Working hours: Monday to Friday, 16:00–01:00 SAST (subject to US daylight saving changes)
• Public Holidays: You will be required towork on both South African and U.S.public holidays(compensation for SA public holidays in accordance with the BCEA).
• Internet Requirements:A fixed fibre line with a minimum speed of25 Mbps (upload & download)and the ability to support awired Ethernet connectionis mandatory. Applicants without a fixed fibre line cannot be considered.
• Power Backup:Areliable power backup solutionis required to manage load shedding and power outages. Applicants without a power backup cannot be considered.
• Work Environment:This is afully remoteworking role and you must be based in South Africa.

Job Responsibilities (but not limited to):

• Review dentists' clinical notes following patient visits to ensure documentation meets Medicare and Medicaid compliance requirements.
• Monitor patient treatment plans and track progress through multi-step procedures, ensuring all required actions and follow-ups are completed.
• Contact patients' responsible parties, including family members, Powers of Attorney (POAs) and social workers, to obtain approval for additional treatments and procedures.
• Follow up on outstanding treatment authorisations and ensure approvals are received before procedures proceed.
• Liaise with the internal scheduling team to flag patients requiring return visits or additional appointments.
• Handle a high volume of inbound and outbound calls and emails from facility staff, families and healthcare professionals.
• Maintain accurate patient records, update internal systems and monitor task dashboards.
• Proactively identify outstanding items and ensure no patient follow-ups or administrative requirements are missed.

• Previous experience in US healthcare administration, medical administration or patient coordination.
• Familiarity with US healthcare processes, particularly Medicare and Medicaid.
• Experience working with patient records, insurance documentation, healthcare providers or treatment authorisations.
• Excellent organisational and time-management skills, with the ability to prioritise multiple tasks independently.
• Strong verbal and written communication skills, with confidence handling phone calls and email correspondence.
• Exceptional attention to detail, particularly when reviewing documentation and maintaining accurate records.
• Strong follow-through and accountability when managing outstanding tasks and patient requirements.
• Comfortable working in a fast-paced environment where priorities can change throughout the day.
• Tech-savvy, with the ability to learn new systems and platforms quickly.

If you are not contacted within 14 working days, please consider your application unsuccessful.