Medical Scheduling & Records Coordinator – Occupational Healthcare

• Schedule occupational health appointments and maintain accurate patient schedules.
• Send appointment reminders and follow up with patients to confirm attendance or complete scheduling needs.
• Track pending, missed, and rescheduled appointments and outstanding patient follow-ups.
• Coordinate appointment details with patients, supervisors, physicians, vendors, and internal team members.
• Collect and document information following physician appointments.
• Gather blood work, hearing and vision screening results, fit-to-work notes, and other occupational health records.
• Follow up with physician offices and vendors to obtain missing or incomplete documentation.
• Ensure patient records and occupational health documentation are complete, accurate, and properly updated.
• Update Excel spreadsheets and PrognoCis EMR.
• Support the transition of workflows and data from Excel to PrognoCis.
• Maintain administrative records, tracking sheets, and patient documentation.
• Learn client systems and identify opportunities to improve administrative workflows.
• Assist with reviewing billing information, co-payments, and supporting records.
• Identify billing or documentation discrepancies and coordinate corrections.
• Maintain accurate financial and administrative documentation.
• Communicate with supervisors, physicians, vendors, and patients regarding appointments, documentation, and outstanding requirements.
• Escalate unresolved scheduling, documentation, or administrative issues when needed.

• Experience with medical scheduling, appointment coordination, patient follow-up, healthcare administration, or medical office support.
• Strong experience scheduling appointments, sending reminders, tracking confirmations, and following up on unresolved scheduling needs.
• Previous experience using an EMR/EHR system.
• Strong proficiency with Microsoft Excel and experience maintaining detailed healthcare or administrative spreadsheets.
• Strong attention to detail when handling patient schedules, medical documentation, records, and healthcare data.
• Comfortable following up with patients, physician offices, supervisors, and vendors to obtain missing information.
• Ability to work independently without constant supervision or repeated follow-up.
• Professional and assertive communication skills.
• Comfortable communicating with patients from varied backgrounds and handling direct or informal communication professionally.
• Willingness and ability to learn PrognoCis EMR quickly and become highly proficient with the platform.
• 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.
• Reliable laptop or desktop computer.
• Stable high-speed internet connection (minimum 25 Mbps).
• Noise-canceling headset.
• Working webcam for virtual meetings.
• Quiet and professional work environment.
• Experience with medical billing, reconciliation, accounting support, or payment tracking is preferred but not the main priority.
• Familiarity with PrognoCis EMR, Opti Mantra, Microsoft Excel, Microsoft SharePoint, and Microsoft 365 / Office 365.

• Dedicated HR & Contractor Support Team
• Premium VPN Access (Optional)
• HIPAA & Cybersecurity Training + Certification (Provided)
• Top 1% VA Performance Training
• Client-Approved U.S. Holidays
• Client-Approved Paid or Unpaid Time Off
• Access to Tools & Resources
• Optional Performance-Based Incentives
• Optional contractor perks and client-approved allowances