Medical Billing & Scheduling Coordinator

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Winning Assistants LLC

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51 - 200 employees

At Winning Assistants, we help doctors, healthcare professionals, and business owners save time, cut costs, and scale their operations with highly skilled, HIPAA-compliant virtual assistants. Our VAs handle tasks like admin support, medical office management, marketing, and customer service, allowing you to focus on growth.

📋 Description

• Schedule and coordinate patient appointments across two office locations • Manage appointment reminders to reduce patient no-shows • Reschedule appointments as needed while maintaining provider availability • Coordinate patient follow-ups and scheduling communications • Maintain accurate scheduling records across all systems • Process daily medical billing tasks • Follow up on unpaid and denied insurance claims • Assist with Revenue Cycle Management (RCM) activities • Identify and resolve claim denials to maximize reimbursements • Support billing documentation and account reconciliation • Verify patient insurance eligibility and benefits • Submit, track, and manage prior authorization requests • Access and download authorization information through the Optum portal • Maintain authorization tracking records and documentation • Coordinate with insurance companies regarding authorization approvals and updates • Handle inbound and outbound patient phone calls • Assist with patient follow-up communications • Update spreadsheets and patient information • Office Ally (primary practice management system) • Clearinghouse (for scheduling and patient information) • Square (for appointment holds/payment processing) • Optum (insurance portal with authorization access) • Custom spreadsheets for patient data, referral doctor information, test requirements, and authorization tracking • Basic phone system (traditional phone line)

🎯 Requirements

• Healthcare industry experience is **REQUIRED** • Medical billing and Revenue Cycle Management (RCM) experience is **REQUIRED** • Insurance verification and prior authorization experience is **REQUIRED** • Experience using **Office Ally** is highly preferred • Required Skills • Strong understanding of healthcare workflows • Experience with patient scheduling and appointment coordination • Knowledge of insurance verification and eligibility processes • Experience handling prior authorizations • Revenue Cycle Management (RCM) • Claims follow-up and denial management • Billing documentation and payment processing • Insurance claims knowledge • Deal Breakers❌ No healthcare industry experience **❌ No medical billing or Revenue Cycle Management (RCM) experience** ❌ No experience with insurance verification or prior authorizations **❌ Poor organizational or multitasking skills** ❌ Inability to maintain HIPAA compliance • 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.