Virtual Medical Scheduler

VISTA DERMATOLOGY
Virtual Medical Scheduler
Remote · Full-Time


ABOUT VISTA DERMATOLOGY
Vista Dermatology is an independent, physician-owned private practice built on a simple but powerful belief: every patient deserves to be treated like family. Unlike large corporate dermatology groups, every person on our schedule is fully ours, and we take that responsibility seriously.

Our patient experience begins the ---------- nt someone picks up the phone or submits an online request. We’ve built a reputation for excellence in clinical care, and we protect that reputation just as fiercely in every scheduling interaction. Our staff isn’t just answering a phone line, they’re nurturing relationships and setting the tone for everything that follows.

We’re a small but fast-growing practice. In our first year, we went from a team of eight to fourteen, and we’re continuing to grow. We compensate our team competitively, invest in their development, and have a strong track record of long-term retention. Our tea ---------- mbers stay—and we’re proud of that.

ROLE OVERVIEW
We’re hiring our first Virtual Medical Scheduler: a remote, full-time hire who will serve as the first voice our patients hear. This is a high-volume, detail-critical scheduling role supporting a dermatology practice that handles 400–500 incoming calls per week across our appointment lines.

This isn’t a vague support role. It’s a focused, essential function: answer calls, schedule patients accurately, enter the right insurance information into our practice management system, and represent Vista Dermatology with warmth and professionalism on every single interaction.

If we hire well, we intend to hire a second virtual scheduler shortly after, and we’re committed to making this a stable, long-term position with a clear compensation path and real professional investment over time.

SCHEDULE & AVAILABILITY
This role requires consistent, predictable availability. Our phones open at a set time each morning, and our patients expect someone to be there.

- Hours: 7:45 AM – 4:15 PM, Monday through Friday (40 hours/week)
- Time Zone: Central Time (US)
- Lunch break: 12:15 PM – 12:45 PM (30 minutes)
- The 7:45 AM start allows time to review emails, check messages, and be ready before calls begin
- Phones close to active callers at 4:00 PM; the final 15 minutes are used to close out to-do lists and contact the manager with any remaining questions
- Attendance is non-negotiable — this is the first point of contact for our patients
- Tardiness policy: notify the office manager by phone at least 10 minutes before your start time if late; no more than 2 late arrivals per rolling 30-day period
- Punctuality is treated as a core professional standard, not a preference

WHAT YOU'LL DO
Your day will be primarily driven by live call volume, with additional responsibilities added incrementally as you become proficient. Tasks are prioritized in the following order:

1. Live Scheduling Calls (Primary Responsibility)
- Answer 200–300+ inbound scheduling calls per week with professionalism and warmth
- Collect accurate patient demographic, insurance, and appointment information
- Enter all information correctly into our EMA (Modernizing Medicine/ModMed) practice management system; this is the first entry point of the patient chart
- Verify insurance eligibility using our credentialing grid (updated regularly; the most current version must always be used)
- Send patients the correct intake paperwork and obtain required credit card authorizations
- Follow each scheduling step consistently and in order — every time, without skipping steps
- Transfer calls appropriately when a patient has a clinical question outside the scope of scheduling

2. Online Scheduling Support (Added After Proficiency)
- Process online scheduling requests and messages submitted through the patient portal
- Manage online scheduling queue after demonstrating consistency on live calls

3. Voicemail & Reschedule Callbacks (Added After Proficiency)
- Return voicemail messages within a strict callback window
- Handle reschedule requests and cancellations professionally

4. Fax & Referral Processing (Added After Proficiency)
- Process incoming fax referrals and scheduling records from outside providers

WHAT WE'RE LOOKING FOR
This role is not high-level complexity, but it demands a very specific kind of person. The work that looks deceptively simple on paper consistently separates strong performers from those who don’t make it past week two.

You're a fit if you:
- Have excellent spoken and written English — clarity and professionalism are non-negotiable
- Type 50–70 words per minute with high accuracy
- Are calm, patient, and consistent even during high call volume
- Are naturally detail-oriented and take following a process seriously
- Can sit at a computer for extended periods and navigate modern software with ease
- Value stability and doing one thing excellently
- Have a computer-comfortable background: past work in data entry, sales systems, student platforms, or similar computer-heavy environments
- Understand that accuracy matters more than speed in the early stages
- Are comfortable working during U.S. Central Time business hours

This Role Is NOT a Fit If You:
- Thrive on constant variety and creative problem-solving
- Prefer physical, hands-on work environments
- Have difficulty sitting attentively at a computer for a full workday
- Are looking for a steppingstone to a different kind of role quickly
- Are not comfortable with detailed, step-by-step processes that must be followed precisely
- Have limited experience with modern computer systems or software

TOOLS & SYSTEMS YOU'LL WORK WITH
You do not need prior experience with these specific platforms, but you must be comfortable and confident with modern computer systems. Our staff has consistently found that tech-savvy individuals pick up our systems quickly.

- ModMed (EMA / Modernizing Medicine): our all-in-one electronic health record, scheduling, and practice management system
- Klara: HIPAA-compliant secure messaging with patients
- RingCentral: our phone system (call volume is monitored and reviewed weekly)
- Gusto: payroll and time tracking
- Insurance Credentialing Grid: must be reviewed and used on every scheduling call; updated regularly
- HIPAA compliance is expected in all digital communications: all patient information is protected health information (PHI)

TECHNICAL REQUIREMENTS
Because this is a remote, HIPAA-regulated role, your home setup must meet the following minimum standards before your start date:

Internet & Connectivity
- Minimum 10 Mbps download / 5 Mbps upload speeds (25 Mbps preferred for video)
- A direct Ethernet (LAN) cable connection is strongly preferred over Wi-Fi for maximum stability
- A backup internet source is required

Hardware & Software
- PC with at least Intel Core i5 or AMD Ryzen 5 processor and 8 GB RAM (16 GB preferred)
- Operating system: Windows 10/11 or macOS 12+
- HD webcam (minimum 720p) for video check-ins
- High-quality noise-canceling headset — critical for clear communication and patient privacy
- A secure, enterprise-grade VPN and antivirus software to meet HIPAA requirements
- Familiarity with cloud-based infrastructure (our EHR is fully cloud-based)
- Familiarity with HIPAA-compliant communication platforms (e.g., Zoom for Healthcare, Microsoft Teams, Slack)

Environment
- Quiet, distraction-free workspace
- Secure physical environment appropriate for handling protected health information (PHI)

TRAINING & ONBOARDING
We take onboarding seriously. We’ve grown quickly and trained several rounds of employees, and we’ve developed a structured onboarding approach that sets people up for success. We’ll apply a similar approach for our first virtual hire.

- Week 1: Observational training — watching and learning alongside an experienced tea ---------- mber; ModMed video tutorials; meeting with office manager at end of week
- Week 2: Graduated training — practicing scheduling with live supervision; check-in with office manager at end of week
- Weeks 3–12: Increasing independence on calls; weekly touchpoints and performance reviews throughout
- Day 90: Formal performance review with the office manager

Our experience is consistent: those who adapt to the system do so quickly. Those who don’t fit the role make that clear in the first one to two weeks.

COMPENSATION & BENEFITS
We believe the best way to reward great work is through a strong, reliable hourly rate with clear raises you can count on as you grow with us. We’ll define a formal title progression (Scheduler I, Scheduler II, Scheduler III) tied to tenure, performance metrics, and peer feedback, so you’re always advancing—even when the work itself stays consistent.

Months 1–3 (Onboarding): $6.00/hour
Months 4–6: $6.50/hour
Months 7–12: $7.00/hour
Year 2: $7.50–$8.00/hour (based on performance review)
Year 3+: $8.50+/hour (based on performance review)

Every step up is tied to performance. Show up consistently, handle calls with care, and follow the process, and the raises will follow. We want you to see exactly what you’re working toward.

Additional Benefits
- 13th Month Bonus: One additional month’s salary paid at year-end (a standard Philippine benefit we are proud to honor)
- Annual healthcare allowance: $432/year
- Performance bonuses tied to call volume and quality metrics
- Equipment & connectivity stipend: available after 12 months of strong performance (a reward for loyalty and consistency, not a day-one entitlement)
- Payroll processed twice monthly via Gusto

Time Off
Full-time employees (30+ hours/week) earn paid time off based on hours worked:

- Years 1–2: PTO accrues at 3.08 hours per 80 hours worked (10 days/year)
- Years 2–4: PTO accrues at 4.61 hours per 80 hours worked (15 days/year)
- Year 5+: PTO accrues at 5.84 hours per 80 hours worked (19 days/year)

In addition, 6 paid U.S. holidays are observed each year: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas. Combined with PTO, total paid days off are 16 per year (years 1–2), 21 per year (years 2–4), and 25 per year (year 5+).

- PTO begins accruing on your start date but may not be used until after the 180-day probationary period
- PTO must be requested at least 4 weeks in advance (28 days); sick leave follows a separate process

COMMUNICATION & SUPERVISION
We use a structured, transparent management approach. You will never feel like you’re working alone without direction or feedback.

- Weekly check-ins with the office manager throughout your first 90 days
- Formal semi-annual performance reviews
- For urgent scheduling questions during your shift: contact the supervising Medical Assistant via RingCentral
- For non-urgent issues: email the office manager at any time
- For face-to-face conversations or screen sharing: Google Meet
- Performance tracked weekly via RingCentral (call volume) and ModMed (scheduling activity)

We are an approachable team. We’d rather you ask a question than handle something incorrectly, especially when it comes to insurance data and patient communication. When in doubt, ask. Always.

WHY THIS ROLE MIGHT BE PERFECT FOR YOU
You’re not just filling a seat, you are Vista Dermatology’s first impression. You’re the voice our patients hear before they ever meet a physician or step into a treatment room. That means something.

If you’re someone who finds deep satisfaction in doing one thing really well, in being the dependable constant in a busy medical practice, and in knowing that your work directly contributes to patient care—this role was made for you.

We offer stability, growth, real professional investment, and a team that will treat you as a valued member, not a remote resource. We’re looking for someone who wants to stay, to grow within this role, and to be part of building something lasting.

To Apply, please click the following link - ----------

Here, you will be prompted to upload a resume, fill out an Experience Questionnaire and take a quick assessment. If you pass this first round, we will send you a few follow up assessments.

The last round will involve sending in a video recording of yourself answering a handful of questions, then finally a live face-to-face interview. Then we will make our final decision.

Please Note: It is best to have already taken your English Proficiency Assessment on your Onlinejobs.ph profile through ---------- and the IQ Test through ---------- before applying since we will request both of these in the application process. It is not mandatory to have them completed but it will improve your chances of moving along in the process.

We’re excited to find the right person — and when we do, we intend to invest in them for the long haul.

— The Vista Dermatology Team