Medical Admin/Patient Coordinator (Weight Management Practice)

We are seeking an experienced, personable, and dependable Virtual Medical Administrative Assistant / Patient Coordinator to support a fast-paced Primary Care and Weight Management practice.

This position focuses heavily on patient phone interaction, calendar management, and handling prior authorization workflows. We are looking for a dedicated healthcare administrative partner with a strong work ethic and excellent communication skills who wants to become a key, long-term member of our practice team.

Schedule & Daily Focus

• Schedule: Full-Time, 40 hours per week | Monday – Friday, 8:00 AM – 5:00 PM CST (US Central Standard Time)

VA's Top 3 Daily Tasks

1. Patient Phone Operations: Handling inbound and outbound calls with a friendly, professional tone; documenting communications accurately in eClinicalWorks.
2. Scheduling & Calendar Management: Booking, confirming, and rescheduling appointments for new and returning patients to optimize provider calendars.
3. Prior Authorization Management: Gathering medical documentation, submitting prior auth requests for medications and services, and tracking statuses with insurance payers.

Core Responsibilities

• Patient Communication: Serve as the primary phone contact for the practice; answer non-clinical patient inquiries, conduct follow-up calls, and route clinical questions appropriately.
• Scheduling & Retention: Manage provider calendars, follow up with patients due for routine care or weight management check-ins, and minimize schedule gaps.
• Prior Authorizations: Prepare, submit, and track prior authorization requests for medications, imaging, and procedures; follow up with insurance carriers to prevent delays in patient care.
• Administrative Practice Support: Update patient demographics and insurance details in eClinicalWorks, manage patient portal messages, and complete daily administrative tasks.

Required Qualifications

• U.S. Medical Practice Experience: Minimum 2+ years supporting a U.S.-based medical office (as a Receptionist, Scheduler, Patient Coordinator, or Medical Admin).
• Phone & Scheduling Proficiency: Proven experience handling high-volume inbound/outbound patient calls and managing complex scheduling systems.
• Prior Authorization Experience: Demonstrated experience submitting, tracking, and following up on insurance prior authorization requests.
• Communication Skills: Excellent spoken and written English with a warm, personable, and clear phone voice.
• Work Ethic & Autonomy: Strong organizational skills, attention to detail, and the ability to work independently in a remote setting with a long-term commitment.
• Remote Workspace Setup: A quiet, HIPAA-compliant home office with a reliable computer setup, high-speed internet, and a clear headset.

Preferred Qualifications

• Specialty Experience: Background in Primary Care, Weight Management / Weight Loss, Obesity Medicine, or Internal Medicine.
• EMR Experience: Direct, hands-on experience using eClinicalWorks (eCW).
• Medication Prior Authorizations: Specific experience managing prior authorizations for weight management or chronic disease medications.
• Phone System & Billing: Experience with Comm IT phone systems, insurance verifications, or basic medical billing/RCM workflows.