Healthcare Billing & Patient Care Coordinator

Healthcare Billing & Patient Care Coordinator

Position Type: Part-Time with Full-Time Opportunity

Schedule:

• Monday: 9:00 AM – 6:00 PM EDT, with a 1-hour unpaid break
• Wednesday: 9:00 AM – 1:00 PM EDT
• Friday: 9:00 AM – 6:00 PM EDT, with a 1-hour unpaid break

Current Weekly Hours: 20 hours per week

Salary: $5–$7 per hour, depending on experience

Workplace: Remote

About the Practice

Our client is a U.S.-based healthcare practice focused on providing highly personalized and patient-centered care. The practice places a strong emphasis on creating a supportive, compassionate experience for patients while maintaining efficient clinical and administrative workflows.

Because the practice works closely with patients throughout their care journey, the ideal candidate will understand that successful healthcare administration involves more than completing paperwork—it also requires empathy, accuracy, responsiveness, and proactive coordination.

We are seeking an experienced and compassionate Healthcare Billing & Patient Care Coordinator to support a growing U.S.-based healthcare practice. This role is ideal for someone who combines strong medical billing and prior authorization expertise with excellent patient communication and healthcare administrative skills.

The role supports both healthcare administration and patient coordination, including prior authorizations, insurance verification, billing, patient intake, scheduling, and follow-ups. The ideal candidate combines strong billing and insurance knowledge with a warm, trauma-informed approach to patient care. This is a part-time role with an opportunity to transition to full-time between November and January.

Key Responsibilities

Prior Authorizations & Medical Billing

• Manage prior authorizations (PAs) on a rolling basis to help ensure patients receive timely access to services.
• Review patient charts and relevant documentation to identify and complete required prior authorizations.
• Handle weekly medical billing, ensuring services and information are accurately reviewed before submission.
• Verify billing information and submit claims through the appropriate clearinghouse.
• Assist with denied claims, investigate issues, and support appropriate follow-up and resolution.
• Maintain accurate documentation of authorization and billing activities.

Insurance Verification & Claims Support

• Conduct accurate and timely insurance eligibility and benefits verification.
• Work primarily with Blue Cross Blue Shield (BCBS) insurance processes.
• Review coverage information and identify potential authorization, eligibility, or billing issues before services are provided.
• Assist with insurance-related patient inquiries when appropriate.
• Apply knowledge of U.S. healthcare insurance requirements and workflows to minimize billing delays and denials.
• Rhode Island healthcare experience or knowledge is an advantage but not required.

Patient Screening & Intake Coordination

• Respond to new patient inquiries and conduct initial screenings.
• Review patient information to help determine whether prospective patients meet the practice's intake criteria.
• Schedule qualified patients for new patient intake appointments.
• Coordinate consultations for individuals who require additional assessment before moving forward.
• Ensure patient information and intake documentation are complete and accurately entered into the appropriate system.

Patient Follow-Up & Care Coordination

• Conduct outbound follow-up calls to maintain appropriate contact with patients throughout their care journey.
• Communicate with patients using a warm, compassionate, and trauma-informed approach.
• Assist with appointment scheduling, rescheduling, inquiries, and post-treatment follow-ups.
• Help ensure patients understand next steps and receive timely communication from the practice.
• Maintain professionalism and confidentiality when discussing sensitive patient information.

Virtual Reception & Administrative Support

• Answer incoming patient calls professionally and compassionately.
• Monitor and manage voicemail messages and ensure appropriate follow-up.
• Coordinate schedules and maintain accurate patient records.
• Support day-to-day administrative workflows to keep the practice organized and responsive.
• Identify inefficiencies or gaps in existing healthcare administrative processes and proactively recommend improvements based on previous experience.

Typical Day

A typical day may include reviewing patient charts for prior authorization requirements and new patient intakes, verifying insurance coverage, reviewing and submitting billing through the clearinghouse, managing scheduling, and responding to patient inquiries.

Phone volume is relatively manageable, with approximately four calls per week currently focused primarily on appointment booking and patient inquiries. This allows the role to maintain a strong focus on billing, prior authorizations, insurance, and administrative workflows.

Systems & Tools

Experience with the following is helpful, although direct experience with every platform is not required:

• PracticeQ – EHR/practice management
• Office Ally – Medical billing and clearinghouse
• Availity – Insurance eligibility, authorization, and payer workflows

Requirements

Experience Requirements

• Strong previous experience with U.S. healthcare billing and insurance workflows is required.
• Hands-on experience processing prior authorizations is required.
• Strong knowledge of insurance verification, eligibility, benefits, claims, and denied claims.
• Familiarity with Blue Cross Blue Shield (BCBS) processes is highly preferred.
• Experience working with U.S.-based healthcare practices in a remote or virtual capacity is preferred.
• Experience with behavioral health or mental health practices is a strong advantage.
• Rhode Island healthcare or insurance experience is helpful but not required.
• Experience using PracticeQ, Office Ally, Availity, or similar EHR, billing, clearinghouse, and insurance platforms is preferred.
• A medical degree or active clinical license is not required for this position.

What We're Looking For

Our strongest candidates will bring expertise in three key areas:

1. Prior Authorizations & Billing – You can confidently manage PAs, insurance verification, billing submissions, and claims-related issues with minimal supervision.
2. Healthcare Workflows – You understand how the administrative side of a U.S. healthcare practice operates and can identify opportunities to make processes more efficient.
3. Patient Management – You are comfortable handling patient intake, scheduling, inquiries, follow-ups, and post-treatment communication with professionalism and empathy.

You should also:

• Have a trauma-informed, compassionate approach when communicating with patients.
• Be comfortable speaking with individuals who may be dealing with sensitive or difficult circumstances.
• Be proactive rather than waiting for every task to be assigned.
• Be capable of using your previous healthcare administrative experience to recommend better workflows or solutions when appropriate.
• Demonstrate excellent attention to detail, especially when working with insurance, billing, authorizations, and patient records.
• Be organized and capable of managing multiple administrative priorities independently.

Basic Requirements

• Must be highly proficient in spoken and written English, with clear and professional communication skills.
• Must have relevant U.S. healthcare administrative experience.
• Must be able to submit an NBI Clearance and/or Local Police Clearance background check before onboarding.
• Must be available for virtual video meetings with the camera on when required.
• Must maintain patient confidentiality and follow appropriate healthcare privacy and security practices.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.