Medical Scheduling & Records Coordinator - Occupational Healthcare

Medical Scheduling & Records Coordinator — Occupational Healthcare

Position Type: Part-Time
Work Hours: 10:00 AM – 2:00 PM Bermuda Time
Work Days: Sunday to Thursday

Salary: $5–$6 per hour, depending on experience
Workplace: Remote
DESCRIPTION
About the Client & Role

Our client is an occupational healthcare organization in Bermuda managing employee health services, medical appointments, fit-to-work documentation, billing information, and coordination with physicians and vendors.

They are seeking a highly organized and detail-oriented Medical Scheduling & Records Coordinator — Occupational Healthcare to support appointment scheduling, patient follow-up, medical records tracking, documentation, EMR updates, and administrative coordination.

This role has a strong focus on scheduling, appointment reminders, follow-ups, medical documentation, and accurate data management . The ideal candidate is proactive, independent, highly organized, and comfortable coordinating with patients, supervisors, physicians, and vendors to ensure appointments and required documentation are completed on time.
Responsibilities
Appointment Scheduling & Patient Follow-Up

- 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 appointments, missed appointments, rescheduling needs, and outstanding patient follow-ups.

- Coordinate appointment details with patients, supervisors, physicians, vendors, and internal team members.

- Maintain strong follow-through to ensure scheduling items are completed and not left unresolved.

Medical Records & Fit-to-Work Documentation

- Collect and document information following physician appointments.

- Gather blood work, hearing and vision screening results, fit-to-work notes, and other required 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.

EMR, Excel & Administrative Support

- Update Excel spreadsheets and PrognoCis EMR using information collected from physician offices and other systems.

- Support the transition of workflows and data from Excel to PrognoCis .

- Maintain accurate administrative records, tracking sheets, and patient documentation.

- Learn client systems thoroughly and identify opportunities to improve administrative workflows.

Billing & Reconciliation Support

- Assist with reviewing billing information, co-payments, and supporting records when needed.

- Identify discrepancies in billing or documentation and coordinate corrections with the appropriate team.

- Maintain accurate financial and administrative documentation as part of the overall patient record.

Communication & Coordination

- Communicate professionally with supervisors, physicians, vendors, and patients regarding appointments, documentation, and outstanding requirements.

- Maintain consistent follow-up and build professional rapport with patients while adapting to different communication styles.

- Escalate unresolved scheduling, documentation, or administrative issues when needed.

Requirements
Required Experience & Skills

- 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