Patient Scheduling & Front Office Virtual Assistant

We are seeking a dedicated, detail-oriented, and compassionate Patient Scheduling & Front Office Virtual Assistant to support our busy outpatient diagnostic imaging practice.

This role goes far beyond taking phone calls—we are looking for a proactive professional who will take full ownership of our scheduling worklists, track down pending imaging orders, and ensure every patient receives timely, empathetic follow-up. The ideal candidate understands the fast-paced nature of outpatient radiology, possesses an outstanding phone presence, and excels at managing open tasks so no patient falls through the cracks.

Schedule & Shift Flexibility

• Status: Full-Time (40 Hours / Week)
• Primary Schedule: Monday – Friday, 8:00 AM – 5:00 PM EST (US Eastern Standard Time)
• Future Coverage Flexibility: Candidates should possess schedule flexibility to potentially transition into or provide coverage for a future 3:00 PM – 9:00 PM EST evening shift as practice operational needs expand.

VA's Top 3 Daily Tasks

1. Patient Scheduling & Active Outreach: Contact patients with unscheduled imaging orders, execute persistent follow-up, and book appointments across all diagnostic modalities.
2. Inbound & Outbound Phone Support: Manage steady call volume from patients and referring offices, answer scheduling inquiries, and conduct appointment confirmation calls.
3. Worklist & Queue Management: Monitor pending scheduling queues, website requests, voicemails, cancellations, and rescheduling needs to maintain optimal schedule utilization.

Core Responsibilities

• Diagnostic Imaging Scheduling: Schedule appointments for MRI, CT, Ultrasound, Mammography, X-Ray, and DEXA scans, accurately matching physician orders to exam types (including contrast vs. non-contrast details).
• Patient Intake & Order Verification: Confirm required medical orders, patient demographics, and referring provider information are complete prior to finalizing appointments; collect basic insurance details.
• Exam Preparation Guidance: Clearly communicate basic exam preparation instructions to patients using approved practice guidelines.
• Worklist Ownership: Maintain comprehensive tracking of unscheduled orders and website inquiries, documenting every outreach attempt and outcome accurately.
• Inter-Departmental Routing: Identify cases requiring prior authorization or insurance verification and route them efficiently to the billing/auth team; escalate clinical, medical record, or urgent care questions to proper departments.
• Referring Office Relations: Communicate professionally with referring provider offices when scheduling information or clinical orders are incomplete.

Requirements

Required Qualifications

• U.S. Healthcare Practice Background: Minimum 2+ years of healthcare scheduling or front-office administrative experience supporting a U.S. medical practice.
• Radiology / Imaging Knowledge: Direct experience with or strong foundational knowledge of outpatient diagnostic imaging modalities, medical terminology, and basic screening/prep protocols.
• Communication & Demeanor: Exceptional written and spoken English with a warm, patient, and professional phone presence—comfortable engaging with anxious, elderly, or frustrated patients.
• Worklist Ownership: Self-starter mindset with strong organization and tracking habits, capable of managing open scheduling queues with minimal supervision.
• Shift Flexibility: Ability to work the core 8:00 AM – 5:00 PM EST shift and willingness to accommodate a 3:00 PM – 9:00 PM EST shift in the future if needed.
• Remote Office Setup: A private, HIPAA-compliant home office equipped with a reliable computer setup, high-speed internet, and a noise-canceling headset.

Nice-to-Have / Preferred Qualifications

• Radiology RIS Experience: Direct experience navigating Radiology Information Systems (RIS) or scheduling platforms (experience with CIVIE RIS is a strong plus).
• Bilingual Proficiency: Fluent bilingual skills in English and Spanish.
• Insurance & Authorization Background: Prior experience with basic eligibility verification or radiology prior authorizations.

Ideal Candidate Profile

You are a tenacious, patient-centered coordinator who takes pride in driving schedule efficiency. You treat worklists as personal commitments, ensuring every unscheduled order is followed up on and every patient feels cared for from their initial call to their confirmed appointment.