Virtual Medical Scheduler

About the role

The Virtual Medical Scheduler is the first point of contact for patients, handling inbound calls, appointment coordination, and pre‑visit preparation for multiple clinics across the United States. Working remotely, you will ensure every interaction is professional, accurate, and HIPAA‑compliant.

Key responsibilities

• Answer inbound calls, return missed calls, and follow up on voicemails within defined timelines.
• Schedule, reschedule, and cancel appointments using provider availability and multi‑location calendars.
• Manage waitlists, recalls, and urgent scheduling needs.
• Confirm patient demographics, insurance details, and send confirmations, reminders, and preparation instructions.
• Document all interactions and maintain accurate notes in the EHR.
• Coordinate handoffs with billing, clinical, and administrative teams.

Required profile

• Strong phone presence with clear, professional communication.
• Organized, detail‑oriented, and able to handle high call volume.
• Calm under pressure, adaptable to real‑time changes, and collaborative.
• Baseline competencies: proficiency with digital tools, time‑management, and structured workflow tracking.

Required skills

• Experience with EHR or scheduling systems.
• Proficiency in Google Workspace and Microsoft Office.
• Familiarity with communication platforms such as Slack, Zoom, and Teams.
• Ability to use scheduling platforms or CRM tools.