Virtual Medical Front Desk & Patient Coordinator (Family Practice + Med Spa)

Role Overview Join a busy, growing family practice and med spa as the first point of contact for patients. You’ll handle high-volume phones, schedule medical and aesthetic appointments, support referrals and prior authorizations (PAs), and complete light back-office admin. We’re looking for someone warm, professional, and organized—Southern-style hospitality, crystal-clear English, and strong medical admin fundamentals. Core Responsibilities ● Inbound/Outbound Phones (VoIP/OpenPhone): Answer promptly, triage questions, route messages, place reminder and follow-up calls, and text as needed. ● Scheduling: Book primary-care and med-spa appointments in the correct templates/time blocks; reschedule/cancel per policy; confirm pre-visit requirements. ● Referrals & Prior Authorizations: Prepare and submit referrals; initiate and track PAs (e.g., imaging such as C-spine MRI); follow up with payers and specialists until approved; document outcomes. ● Patient Intake/Admin: Collect/verify demographics and insurance details; update charts; send/receive forms; maintain accurate logs and spreadsheets. ● Coordination with Clinical Team: Relay time-sensitive messages to nurse/provider; close the loop on patient requests; keep the front/back aligned. ● Med Spa Support: Book consults/treatments into appropriate time slots; provide basic service info and route clinical questions to the team. ● Documentation & SOPs: Follow HIPAA-safe workflows; keep trackers current; suggest improvements to scripts, checklists, and SOPs. Front desk • Check insurance eligibility. Would need access to optimantra, novitasphere, and availity • Medical records • Go through notifications and send lab tasks to provider to result • Answer phone (we use Spruce) schedule appointments (our EMR is Optimantra) • Go through faxes, assign to correct patient chart • Call offices where referrals have been sent and see if referrals were received