Bilingual Virtual Medical Scheduler / Medical Records Coordinator

We are seeking a highly organized, detail-oriented, and patient-focused Virtual Medical Scheduler / Medical Records Coordinator to support a busy orthopedic practice. This hybrid administrative role requires an individual who excels at managing high-volume patient scheduling while flawlessly coordinating incoming and outgoing medical records.

Because this position serves as a critical point of contact for our patient base, candidates must possess excellent English communication skills with little to no noticeable accent, alongside fluent Spanish language skills. You will be responsible for creating an in-office experience from a remote environment, building rapport, and supporting our providers with ironclad administrative accuracy.

Primary Responsibilities:

Strategic Appointment Scheduling (Primary Focus)

• Patient Intake Coordination: Schedule new patient orthopedic consultations, follow-ups, and post-operative appointments accurately within the EMR.

• Calendar Management: Proactively coordinate and manage complex provider calendars to maximize scheduling efficiency and eliminate clinical gaps.

• Patient Outreach: Handle systematic outbound calls for appointment confirmations, reminders, and scheduling adjustments due to provider availability.

Medical Records Management & Compliance

• Chart Processing: Systematically process, sort, and organize high-volume incoming and outgoing medical records, reports, and imaging.

• Document Auditing: Request missing clinical documentation from external facilities and cleanly upload records into DrChrono to ensure provider charts are complete prior to patient visits.

• Information Transfers: Securely coordinate the transfer of records between external providers, surgical facilities, and patients while maintaining strict HIPAA compliance.

Bilingual Patient Communication & Support

• Inbound/Outbound Queues: Answer phone calls professionally, assisting both English and Spanish-speaking patients with scheduling questions and records requests.

• Demographic Integrity: Update patient profiles, cross-verify baseline insurance details, and accurately document every interaction within the EMR notes.

• Workflow Support: Assist on-site clinic staff with daily administrative tasks, ensuring a seamless data bridge between remote operations and the physical office.

Requirements

• Proven Experience: Minimum 2+ years of experience as a Medical Scheduler, Records Coordinator, or Medical Administrative Assistant within a U.S.-based practice.

• Linguistic Fluency: Must be fully bilingual in English and Spanish. English speech must feature clear pronunciation and little to no noticeable accent.

• Administrative Mastery: Demonstrated experience managing digital medical charts, release-of-information (ROI) protocols, and high-volume scheduling matrices.

• Execution & Detail: Exceptional multitasking abilities with a naturally high attention to detail—errors in orthopedic records or appointment types directly impact care timelines.

• Remote Ecosystem: A secure, private, HIPAA-compliant home office setting equipped with a reliable high-speed internet connection and a clear headset.