We are a staffing firm recruiting an experienced Virtual Patient Coordinator & eClinicalWorks Specialist on behalf of a thriving, private cash-based medical wellness and weight management clinic located in Florida.
Our client provides personalized, high-touch care to an active adult patient demographic (primarily ages 45+). Due to rapid referral-based growth, the practice is seeking a dedicated, highly organized administrative professional to streamline practice operations, transition legacy scheduling into the EMR, and manage front-to-back patient workflows.
Key Responsibilities
EMR Optimization & Workflow Management
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Serve as the in-house eClinicalWorks (eCW) subject matter expert, fully migrating scheduling workflows from external calendars into eCW.
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Manage chart setup, track patient records, upload lab results, and ensure clean, auditable electronic documentation.
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Maintain strict adherence to HIPAA standards and assist in standardizing operational workflows for potential future insurance/credentialing compliance.
Patient Coordination & Concierge Service
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Deliver a warm, patient-first concierge experience via phone, text, and email.
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Coordinate patient scheduling, schedule adjustments, appointment reminders, and follow-ups.
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Guide new patients through the onboarding journey, ensuring digital intake packets and medical histories are completed prior to visits.
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Act as a reliable, patient-centered liaison between the practitioner and the patient base.
Practice Operations & Billing Coordination
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Facilitate point-of-sale collections for a 100% cash-based/self-pay model (utilizing Square, Zelle, or integrated payment portals).
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Maintain daily appointment logs, resolve scheduling gaps, and monitor incoming general practice inquiries.
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Free up the clinician’s time by proactively handling all administrative back-office bottlenecks.
Qualifications & Requirements
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eClinicalWorks Mastery (Non-Negotiable): Minimum 2+ years of hands-on daily experience inside eClinicalWorks (eCW). You must already be thoroughly familiar with eCW’s appointment book, templates, and chart management.
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Communication & Demographics Fit: Flawless verbal and written English communication skills with a clear,neutral accent and high emotional intelligence, well-suited to building rapport with mature adult patients (ages 45+).
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Healthcare Admin Experience: At least 2–3 years of experience as a Medical Receptionist, Patient Care Coordinator, or Virtual Medical Assistant (private practice, functional medicine, or cash-pay clinic experience is a major plus).
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Cash-Pay Practice Familiarity: Comfortable handling self-pay, non-insurance transactions via tools like Square and electronic payment channels.
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HIPAA Savvy: Solid understanding of medical privacy laws, secure document handling, and patient confidentiality.
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Remote Readiness: Dedicated, quiet home office setup with high-speed internet, dual monitors (preferred), and a noise-canceling headset.