Medical Front Desk & Administrative Coordinator (Medical Insurance)

Job Title: Virtual Medical Front Desk & Administrative Coordinator

Work Setup: Remote | Full-Time | Healthcare Setting

Job Overview

We are seeking a highly organized and detail-oriented Virtual Medical Front Desk & Administrative Coordinator to support daily clinic operations. This role is responsible for managing patient communication, scheduling, insurance verification, documentation review, and administrative follow-ups to ensure smooth and compliant workflow within the practice.

This position is ideal for someone who is proactive, structured, and comfortable handling both patient-facing communication and backend administrative processes.

Key Responsibilities

Patient Communication & Scheduling

Answer incoming phone calls and respond to voicemails promptly

Respond to customer and patient emails in a professional manner

Schedule new and existing patients by phone as needed

Set up new referrals in the electronic medical record (EMR)

Insurance & Authorization Verification

Verify insurance benefits using the EMR system (e.g., pVerify) or coordinate with the billing team (e.g., Bonfire Revenue chat)

Confirm correct visit types (Follow-Up, Progress Note, POC Update, etc.)

Verify updated authorizations and determine when Auth Visits are required

Chart Review & Compliance

Review next-day schedules to ensure all intakes and surveys are sent and completed

Audit new patient charts to confirm required documentation is complete

Follow up on missing chart components (referrals, insurance, forms, etc.)

Add detailed notes on patient visits regarding outstanding requirements (copays, balances, missing documents, referrals, etc.)

Collections & Financial Follow-Up

Review missed copay reports daily

Collect outstanding copays or document notes for future collection

Identify and follow up on patient balances

Documentation & Filing

Electronically file incoming faxes

Upload and organize scanned documents in the EMR system

Maintain accurate and organized digital records

Additional Duties

Perform comparable administrative tasks as needed to support clinic operations

Qualifications

Previous experience in medical front desk, healthcare administration, or insurance verification preferred

Strong understanding of EMR systems and documentation workflows

Familiarity with insurance verification and authorizations

Excellent verbal and written communication skills

Highly organized with strong attention to detail

Ability to manage multiple tasks and prioritize effectively

Reliable internet connection and quiet remote workspace required

Ideal Candidate

Proactive and solution-oriented

Comfortable working independently in a remote environment

Detail-focused with strong follow-up habits

Patient-centered and professional in all communications

This role is essential to maintaining operational efficiency, compliance, and a positive patient experience within the clinic.