Patient Coordinator / Front Desk VA

About this role

About the Role

• The client runs an outpatient surgery center where physicians schedule and perform minor outpatient procedures. This VA will support the administrative side of patient intake and provider coordination — keeping charts complete, records organized in the EMR, and communication flowing smoothly between the office, providers, and patients.

Key Responsibilities

• Assemble patient charts by uploading required paperwork (from digital fax and email) into the electronic medical record (EMR).
• Create new patient accounts in the EMR and keep records up to date.
• Review each patient's file against a standard checklist and flag any missing documents before a scheduled procedure.
• Coordinate with physicians' offices to compile scheduling details and paperwork for blocks of scheduled cases.
• Handle correspondence between providers, partner offices, and the surgery center via email.
• Answer and route incoming calls (via OpenPhone/Zoom Voice) and communicate professionally with patients and providers.
• Support ongoing efforts to bring more AI-driven tools into daily workflows.

What We're Looking For

• 3+ years of experience in a front desk, patient coordinator, or medical administrative role.
• Tech-savvy and comfortable learning new electronic systems and EMR platforms (prior EMR experience is a plus, not required).
• Some experience using AI tools, or enthusiasm for learning and helping implement them.
• Sharp, adaptable, and able to make good judgment calls — knows when to solve independently and when to ask for help.
• Comfortable and confident communicating by phone, email, and Zoom.
• Able to work full-time, Monday–Friday, 9:00 AM–5:00 PM Pacific Time.

Nice to Have

• Bilingual in Spanish, or fluency in a Filipino/Asian language (the practice sees a meaningful number of Filipino and Asian patients).
• Based in the Philippines (slight preference given patient demographics, not a requirement).