Medical Front Desk Receptionist / Patient Coordinator — English & Spanish required - US Cardiology & Vein Practice

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TYPE OF WORK

Full Time

SALARY

5

HOURS PER WEEK

40

DATE UPDATED

Sep 5, 2026

JOB OVERVIEW

About the role

We are a US cardiology, vein and vascular practice. You will be the first voice our patients hear. Most of them are older, many are anxious about a heart or vascular problem, and some are calling about bills they are worried about. How you speak to them matters more than anything else in this job.

You will not be reading from a script. You will be working inside our electronic health record all shift — confirming appointments, checking insurance, taking payments, managing the schedule and clearing the message queue before you log off.

What you will do
Phones and patient service
Answer inbound calls promptly and keep the queue clear; call back anyone who drops off
Greet every patient warmly, verify their identity with two identifiers before discussing anything
Keep patients informed when a provider is running late

Scheduling
Confirm appointments, state any balance owed, and document the outcome in the EHR
Check whether the patient's insurance requires a referral and that a current one is on file
Keep every provider's schedule full — we work three business days ahead and no slots should be open for the next day
Spot problems on the schedule a week out and fix them
Call no-shows within one business day

Check-in and records
Send intake, financial, HIPAA and consent forms through the patient portal ahead of the visit and chase the ones not completed
Verify address, date of birth and insurance against the record on every visit — read it back, never accept "nothing has changed"
Upload new insurance cards and IDs the same day

Telehealth
Send visit links, confirm the telemedicine consent is signed, and help patients who are struggling to connect

Payments
Collect copays, deductibles and balances by card-on-file or secure payment link, and post them the same day
Reconcile the daily payment log and send it to our Billing Manager before you log off

End of shift

Clear every message, portal reply and telephone encounter — nothing sits overnight
Prepare the next day's schedules and flag balances and missing paperwork
What we need from you

Required

Excellent spoken English and Spanish, clear and easy for an older American patient to understand on the phone
At least 3 years in a US medical front desk, patient coordinator, or medical answering service role
Working knowledge of US insurance basics: copay, deductible, referral, authorization, Medicare
Comfortable with medical terminology
Strong written English and Spanish for portal messages and internal notes
Accurate typing and genuine attention to detail — you will be entering data that affects whether a claim gets paid
Able to work independently at night without someone looking over your shoulder, and to speak up early when something is wrong

Nice to have
eClinicalWorks or Athena experience
Cardiology, vein or vascular practice experience
Previous HIPAA training

Home office requirements
Fiber internet, 50 Mbps or better, plus a backup connection (second ISP or mobile data) — you cannot be offline during a US business day
UPS or backup power for brownouts
A private room where patient calls cannot be overheard by anyone in your household. This is a HIPAA requirement and it is not negotiable.
Own computer (Windows 10/11, 8 GB RAM minimum), noise-cancelling headset, webcam
You will sign a confidentiality agreement and complete HIPAA training before you get system access

How to apply
Applications that ignore these steps will not be read.

Start your message with the word PULSE so we know you read the whole post.
Tell us in a few sentences about a difficult or upset patient you handled, and what you said to them.
Tell us which EHR systems you have used and for how long.
Confirm you can work 9:00 PM – 6:00 AM PHT long term, and tell us your internet speed and backup plan.
Record a 60-second voice message in English introducing yourself and explaining how you would tell a patient their doctor is running 45 minutes behind. Attach it or send a link. We will not shortlist anyone without a voice sample.

Our process: shortlist → short written exercise → video interview → paid test shift → offer.

We are looking for someone to stay with us for years, not months.

If that is what you want too, we would like to hear from you.

SKILL REQUIREMENT
Medical Billing Revenue Cycle Management Medical Virtual Assistant
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