Medical Scheduling Virtual Assistant

We are seeking a highly organized, proactive, and personable Medical Scheduling Virtual Assistant to coordinate medical treatment for clients of our CA-based Personal Injury law firm.

The Medical Scheduling VA will work closely with clients, healthcare providers, Case Managers, and attorneys to help ensure clients receive appropriate and timely medical care. This position requires excellent communication skills, strong follow-through, attention to detail, and the ability to manage multiple appointments and treatment schedules simultaneously.

Responsibilities:

• Schedule medical appointments for Personal Injury clients with appropriate healthcare providers.
• Coordinate appointments with doctors, chiropractors, physical therapists, imaging facilities, specialists, and other medical providers.
• Confirm client availability and transportation considerations when applicable.
• Confirm appointments with both clients and medical providers.
• Follow up with clients regarding upcoming appointments and treatment and monitor whether clients are attending scheduled appointments.
• Communicate missed appointments, cancellations, and treatment interruptions to the appropriate Case Manager.
• Coordinate referrals and follow-up appointments when requested.
• Maintain accurate appointment information in the firm's case management system.
• Escalate concerns regarding treatment gaps, repeated missed appointments, or difficulties obtaining appointments.
• Maintain confidentiality of client information and medical information.
• Perform other administrative duties as assigned.

Qualifications:

• Previous experience with medical scheduling is required.
• Personal Injury law firm experience is strongly preferred.
• Experience scheduling appointments with CA healthcare providers is a plus.
• Excellent English communication skills, both written and verbal.
• Excellent follow-up and client-service skills.
• Ability to communicate professionally with both clients and medical providers.
• Ability to manage a high volume of calls, appointments, and follow-up tasks.
• Comfortable using case management systems, scheduling software, email, and other online platforms.
• Ability to work independently and prioritize competing tasks.

Originally posted on Himalayas