Healthcare Operations Coordinator - Medical & Aesthetics

Job Title: Healthcare Operations Coordinator – Medical & Aesthetics

Position Type: Full-Time
Work Schedule: Monday–Friday | 8:00 AM – 5:00 PM EDT / 9:00AM - 6:00PM EDT with (1hr unpaid lunch break)
Location: Remote – Philippines
Pay Rate: $6–$7 USD/hour, depending on experience

About the Client and Role

Our client operates two U.S.-based healthcare practices specializing in internal medicine, primary care, preventive health, longevity, and medical aesthetics.

We are looking for an experienced and proactive Healthcare Operations Coordinator to oversee daily administrative operations and coordinate approximately 10–15 staff members across both practices.

In this role, you'll work closely with physicians, staff, and external service partners to keep operations running smoothly, monitor performance, resolve concerns, and ensure important tasks are completed on time.

The position focuses on practice operations, staff coordination, AthenaHealth reporting, and encounter management, rather than independently handling specialized billing or credentialing functions.

Key Responsibilities

1. Practice Operations & Team Coordination (Primary Focus)

• Oversee daily administrative operations across two healthcare practices.
• Coordinate daily workflows and provide operational oversight for approximately 10–15 staff members.
• Monitor staff schedules, responsibilities, and task completion to ensure efficient operations.
• Communicate physician feedback, address operational concerns, and coordinate workflow improvements.
• Support staff training and ensure established procedures are followed.
• Identify operational issues and proactively follow up on outstanding tasks.

2. AthenaHealth, Reporting & Encounter Management

• Generate and review AthenaHealth reports to monitor practice performance and identify outstanding issues.
• Review daily patient encounters and verify or enter procedure codes provided or confirmed by physicians.
• Identify missing or incomplete encounter information and coordinate corrections with physicians.
• Monitor billing reports, accounts receivable, and claim denials, coordinating follow-ups with the external billing team.
• Coordinate with external credentialing partners regarding outstanding requirements and updates.
• Support healthcare quality initiatives by coordinating with staff and the CIN coordinator on HEDIS-related activities.

3. Administrative, Vendor & Staff Management

• Coordinate staff scheduling, attendance monitoring, routine PTO approvals, and payroll preparation.
• Address day-to-day staff concerns and escalate matters requiring executive approval.
• Communicate with vendors, monitor inventory, and prepare purchase orders for approval.
• Handle patient concerns escalated by front-office staff.
• Provide regular operational updates and communicate unresolved issues to practice leadership.

Requirements

• Minimum of 2–3 years of experience as a Medical Office Manager or in a healthcare management role involving practice operations, reporting, billing, and accounts receivable/accounts payable (AR/AP) management.
• At least 1 year of recent hands-on AthenaHealth experience, ideally in the most recent role, specifically involving reporting and encounter management.
• Proven experience overseeing healthcare staff, coordinating daily medical practice operations, and working closely with physicians.
• Solid understanding of healthcare administrative workflows, billing processes, and operational reporting.
• Strong organizational, problem-solving, leadership, and follow-up skills.
• Excellent written and verbal English communication skills.
• Proactive, detail-oriented, and able to work independently.

Please note: This role requires actual medical office or healthcare operations management experience. General supervisory experience alone, without relevant healthcare operations, reporting, and billing/AR/AP exposure, will not meet the requirements.

Preferred Qualifications

• Experience supporting internal medicine, primary care, preventive medicine, or longevity-focused practices.
• Experience coordinating operations across multiple healthcare practices or managing teams of 10–15 staff members.
• Familiarity with medical billing reports, denial tracking, and external billing coordination.
• Exposure to HEDIS initiatives, healthcare quality metrics, or CIN-related reporting.
• Experience with vendor management, inventory tracking, staff scheduling, and payroll preparation.

Training & Support

The client will provide training on practice-specific AthenaHealth templates, reports, encounter review procedures, and internal workflows.

Dedicated external teams handle specialized billing and credentialing functions, allowing you to focus on operational oversight and coordination.

Direct aesthetics experience and prior HEDIS or CIN program management are not required. Medical procedure codes will be provided or confirmed by physicians, and final hiring, disciplinary, and payroll decisions remain with executive leadership.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

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.