HEALTHCARE OPERATIONS & DOCUMENTATION ASSISTANT (REMOTE)

Part-Time: 10-15 Hours Per Week Initially
Starting Pay: $4.00/Hour
Potential for Increased Hours and Long-Term Growth

ABOUT THE ROLE

We are seeking a highly organized, proactive, detail-oriented Healthcare Operations & Documentation Assistant to support a Registered Nurse Case Manager and healthcare business owner.

This position supports both workers’ compensation case management activities and healthcare case management operations. The ideal candidate is a self-starter who thrives in a fast-paced environment, possesses strong healthcare documentation skills, excellent written English, and exceptional attention to detail.

This role is ideal for someone who enjoys organizing information, reviewing records, tracking follow-up items, maintaining workflows, and helping ensure important tasks do not fall through the cracks.

This is not a phone-based customer service role. We are looking for a highly organized healthcare support professional who can work independently and proactively.

RESPONSIBILITIES

Healthcare Documentation & Reporting

• Draft reports from appointment summaries and case notes
• Prepare CERs and case summaries for review
• Draft professional emails and correspondence for review
• Prepare weekly timesheets from activity logs
• Review documentation for completeness and accuracy
• Organize timelines and case activities
• Identify missing documentation and follow-up needs
• Maintain organized digital files and records

Medical Record Review & Summarization

• Review medical records and healthcare documentation
• Summarize records and identify key findings
• Organize records for efficient review
• Assist with preparation of care plans from provided information
• Identify treatment updates, care needs, and follow-up requirements

Case Management Support

• Track referrals, physician orders, and follow-up needs
• Monitor patient journals and summarize important concerns or trends
• Send journals and case management materials to clients
• Monitor patient portal communications and identify items requiring attention
• Assist with preparation of applications and supporting documentation when directed
• Track client follow-up needs and outstanding tasks
• Assist with care coordination support activities

Records, Referrals & Care Coordination

• Send faxes for medical record requests
• Request medical records, referrals, and physician orders
• Send referrals and physician orders to providers and agencies
• Track outstanding requests and follow-up activities
• Maintain logs of pending records and documentation

Workflow & Operations Management

• Create daily and weekly task summaries
• Monitor outstanding reports and documentation
• Track surgeries, referrals, and follow-up appointments
• Maintain task lists and workflow tracking systems
• Identify future needs based on documentation and case activity
• Proactively recommend follow-up actions and next steps
• Help ensure important deadlines and tasks are not missed

REQUIRED QUALIFICATIONS

• Excellent written and verbal English communication skills
• Exceptional grammar, spelling, and proofreading skills
• Strong healthcare documentation experience
• Strong organizational and time management skills
• Ability to manage multiple priorities simultaneously
• Strong attention to detail
• Ability to work independently with minimal supervision
• Ability to maintain confidentiality and follow HIPAA guidelines
• Reliable internet connection and computer

PREFERRED EXPERIENCE

• Registered Nurse, Licensed Practical Nurse, Medical Assistant, Healthcare Administration, Medical Scribe, or Case Management experience
• Experience reviewing and summarizing medical records
• Experience drafting healthcare documentation
• Workers’ compensation, disability, legal-medical, utilization review, or case management experience
• Virtual healthcare support experience

IDEAL CANDIDATE

The ideal candidate:

• Is highly organized and dependable
• Is a self-starter who takes initiative
• Thinks proactively rather than waiting for instructions
• Notices details and identifies potential issues early
• Thrives in a fast-paced healthcare environment
• Enjoys keeping workflows organized
• Can identify documentation gaps and follow-up needs
• Takes ownership of assigned responsibilities
• Maintains professionalism and confidentiality

WHAT SUCCESS LOOKS LIKE

The ideal candidate helps ensure documentation is completed timely, records are organized, follow-up tasks are tracked, referrals and orders are monitored, reports are prepared, and important details do not fall through the cracks.

We are looking for someone who will become a trusted operational support partner and helps maintain smooth, efficient healthcare workflows.

HOW TO APPLY

If you believe you are a strong fit for this position, please submit the following:

1. Resume
2. A brief summary of your healthcare-related experience
3. A writing sample demonstrating professional English writing skills. Examples may include:
Medical summary
Professional email
Case note
Documentation sample
Record summary

(Please remove all confidential information.)

4. A short paragraph answering:

“How do you stay organized when managing multiple tasks, deadlines, and priorities?”

5. Include the phrase:

“I pay attention to details.”

within your application.

6. Please provide:
Hourly rate expectation
Internet speed
Computer specifications
Current availability
Number of hours available weekly

Applications that do not follow instructions may not be considered.

TOP CANDIDATES WILL BE ASKED TO COMPLETE A SKILLS ASSESSMENT INVOLVING:

• Medical record review
• Documentation summarization
• Follow-up identification
• Professional communication
• Critical thinking and task prioritization