Medical Virtual Assistant / Patient Care Coordinator

Company: Zean Health – Home-Based Primary Care
Location: Remote
Position Type: Part time to transition to Full-Time
Working Hours: Monday–Friday, 8:00 AM–5:00 PM U.S. Eastern Time, including a one-hour break
Experience Level: Experienced Medical Virtual Assistant (Healthcare Experience Required)

About Zean Health

Zean Health is a growing, physician-led home-based primary care practice serving patients in assisted living facilities, senior living communities, nursing facilities, and private residences in the United States.

Our mission is to provide accessible, compassionate, coordinated medical care to patients where they live.

We are seeking an experienced, highly organized, detail-oriented, proactive, and compassionate Medical Virtual Assistant / Patient Care Coordinator to help manage daily administrative operations and coordinate communication between our medical providers, patients, families, and healthcare facilities.

This is not simply a scheduling or receptionist position. We are looking for someone who can take ownership of administrative workflows, independently follow through on tasks, anticipate problems, and ensure that patient care requests are handled promptly and efficiently.

Key Responsibilities

1. Patient Care and Facility Coordination

Serve as a primary administrative point of contact for assisted living facilities, nursing homes, patients, and healthcare partners.

Receive incoming calls, messages, and requests from multiple healthcare facilities.

Accurately document requests for medication orders, laboratory testing, imaging, referrals, and other patient care needs.

Promptly communicate requests to the physician or appropriate clinical team member for review and authorization.

Track all requests from receipt through completion, ensuring that no orders or important communications are missed.

Follow up with facilities, pharmacies, laboratories, and other healthcare partners to confirm that authorized orders have been received and processed.

Escalate urgent clinical requests promptly according to established protocols.

Maintain professional, courteous, and timely communication with facility staff.

2. Phone Management and Patient Scheduling

Staff and manage the practice's phone line during assigned U.S. business hours.

Answer incoming calls professionally with excellent spoken English.

Schedule and coordinate patient appointments, including new admissions, post-hospital discharge visits, routine follow-ups, and urgent appointment requests.

Coordinate physician schedules across multiple assisted living and residential locations.

Confirm appointments and communicate scheduling updates to facilities and patients.

Maintain accurate scheduling records and assist with optimizing physician visit routes.

3. Insurance Verification and Patient Intake

Verify patient insurance eligibility and benefits before scheduled appointments.

Confirm Medicare, Medicaid, and commercial insurance information as applicable.

Identify insurance discrepancies and communicate potential coverage issues before visits.

Complete and organize patient registration and check-in documentation.

Obtain and track required intake forms, consents, demographic information, and relevant medical records.

Ensure patient charts are prepared and administrative documentation is complete before provider visits.

4. Electronic Health Record (EHR) Management

Monitor the EHR task inbox and incoming communications throughout the workday.

Perform a minimum of two structured EHR task and order sweeps daily to identify outstanding requests, incomplete tasks, and pending orders.

Track and follow up on outstanding orders until their status is resolved.

Upload, label, and attach incoming faxes and documents to the correct patient charts.

Maintain accurate, organized, and up-to-date patient records.

Flag incomplete documentation, outstanding referrals, and administrative issues requiring physician attention.

Ensure all patient information is handled confidentially in accordance with HIPAA requirements.

5. Fax and Referral Management

Monitor and clear the electronic fax inbox daily.

Download, categorize, and appropriately file incoming referrals, medical records, laboratory reports, and facility communications.

Respond to requests for medical records and administrative documentation within authorized workflows.

Track outgoing referrals and follow up on outstanding referral requests.

Ensure important documents reach the appropriate provider promptly.

6. Administrative Operations and Process Improvement

Develop and maintain standard operating procedures (SOPs) for front-desk operations, facility communication, scheduling, order tracking, and administrative workflows.

Help create training materials, checklists, and process documentation.

Maintain organized task lists and follow-up trackers.

Identify inefficiencies and recommend practical improvements.

Assist with additional administrative duties as needed.

Support occasional marketing, referral outreach, and practice growth activities.

Required Qualifications

Previous experience working as a Medical Virtual Assistant, Medical Administrative Assistant, Patient Care Coordinator, or similar healthcare support role.

Excellent spoken and written English with clear, professional communication skills.

Experience handling incoming medical office calls and coordinating patient-related requests.

Strong organizational skills and exceptional attention to detail.

Ability to independently manage multiple tasks, prioritize deadlines, and follow through without constant supervision.

Familiarity with electronic health records, medical terminology, and healthcare administrative workflows.

Experience with U.S. medical insurance verification and patient scheduling.

Comfortable working U.S. business hours, including overnight or graveyard shifts in the Philippines.

Reliable high-speed internet, a quiet professional workspace, and appropriate equipment for remote work.

Professional, patient, compassionate, dependable, and solution-oriented.

Preferred Qualifications

Experience supporting a U.S.-based primary care or home-based medical practice.

Previous experience coordinating with assisted living facilities, nursing homes, home health agencies, or post-acute care providers.

Familiarity with Medicare, Medicaid, and commercial insurance plans.

Experience managing physician orders, referrals, faxes, and EHR task queues.

Experience with DrChrono, or similar EHR systems.

Previous experience working overnight shifts supporting U.S. healthcare organizations.

Experience creating SOPs and improving medical office workflows.

What We Value

Our ideal candidate is someone who:

Takes initiative rather than waiting to be told what to do.

Understands the importance of timely communication in patient care.

Is meticulous about following up on orders and unresolved requests.

Can manage competing priorities while remaining calm and professional.

Communicates respectfully with elderly patients, families, facility staff, and physicians.

Takes accountability for assigned tasks and provides clear updates.

Wants to grow with a developing medical practice.

How to Apply

To be considered, please submit an application addressing all seven points below:

Professional Background: Briefly introduce yourself and describe your medical administrative or virtual assistant experience.

Healthcare Experience: Describe your experience working with U.S. medical practices, including any exposure to assisted living facilities, nursing homes, home-based primary care, or physician house-call services.

Insurance and EHR Experience: Explain your experience with insurance eligibility verification, Medicare or Medicaid, patient scheduling, and electronic health records. List the EHR systems you have used.

Care Coordination Experience: Describe how you have managed incoming patient requests, physician orders, referrals, and follow-ups. Include an example of how you ensured an important task was completed.

Graveyard Shift Experience: Describe your previous experience working overnight shifts, including how long you have worked U.S. business hours and your ability to maintain this schedule consistently.

English Video Introduction (Mandatory): Submit a 1–2 minute video of yourself speaking English. Introduce yourself, summarize your healthcare experience, and explain why you would be a good fit for this position. Applications without a video introduction will not be considered.

Availability and Compensation: State your earliest available start date, desired hourly or monthly compensation in USD, internet reliability, and whether you are seeking long-term full-time employment.

Important: Please begin your application with the words "Zean Care Coordinator" so we know you have carefully read the job description.

Join Our Team

At Zean Health, we believe that excellent patient care depends on excellent coordination behind the scenes.

We are looking for a dependable, compassionate professional who takes pride in keeping operations organized, supporting physicians, and helping patients receive timely care.

If you are experienced, proactive, and committed to providing outstanding administrative support, we would love to hear from you.