Patient Scheduling & Front Office Virtual Assistant (Radiology)
We are seeking a dedicated, detail-oriented, and compassionate Patient Scheduling & Front Office Virtual Assistant to support our busy outpatient diagnostic imaging practice.
This role goes far beyond taking phone calls—we are looking for a proactive professional who will take full ownership of our scheduling worklists, track down pending imaging orders, and ensure every patient receives timely, empathetic follow-up. The ideal candidate understands the fast-paced nature of outpatient radiology, possesses an outstanding phone presence, and excels at managing open tasks so no patient falls through the cracks.
Schedule & Shift Flexibility
- Status: Full-Time (40 Hours / Week)
- Primary Schedule: Monday – Friday, 8:00 AM – 5:00 PM EST (US Eastern Standard Time)
- Future Coverage Flexibility: Candidates should possess schedule flexibility to potentially transition into or provide coverage for a future 3:00 PM – 9:00 PM EST evening shift as practice operational needs expand.
VA's Top 3 Daily Tasks
- Patient Scheduling & Active Outreach: Contact patients with unscheduled imaging orders, execute persistent follow-up, and book appointments across all diagnostic modalities.
- Inbound & Outbound Phone Support: Manage steady call volume from patients and referring offices, answer scheduling inquiries, and conduct appointment confirmation calls.
- Worklist & Queue Management: Monitor pending scheduling queues, website requests, voicemails, cancellations, and rescheduling needs to maintain optimal schedule utilization.
Core Responsibilities
- Diagnostic Imaging Scheduling: Schedule appointments for MRI, CT, Ultrasound, Mammography, X-Ray, and DEXA scans, accurately matching physician orders to exam types (including contrast vs. non-contrast details).
- Patient Intake & Order Verification: Confirm required medical orders, patient demographics, and referring provider information are complete prior to finalizing appointments; collect basic insurance details.
- Exam Preparation Guidance: Clearly communicate basic exam preparation instructions to patients using approved practice guidelines.
- Worklist Ownership: Maintain comprehensive tracking of unscheduled orders and website inquiries, documenting every outreach attempt and outcome accurately.
- Inter-Departmental Routing: Identify cases requiring prior authorization or insurance verification and route them efficiently to the billing/auth team; escalate clinical, medical record, or urgent care questions to proper departments.
- Referring Office Relations: Communicate professionally with referring provider offices when scheduling information or clinical orders are incomplete.
Requirements
Required Qualifications
- U.S. Healthcare Practice Background: Minimum 2+ years of healthcare scheduling or front-office administrative experience supporting a U.S. medical practice.
- Radiology / Imaging Knowledge: Direct experience with or strong foundational knowledge of outpatient diagnostic imaging modalities, medical terminology, and basic screening/prep protocols.
- Communication & Demeanor: Exceptional written and spoken English with a warm, patient, and professional phone presence—comfortable engaging with anxious, elderly, or frustrated patients.
- Worklist Ownership: Self-starter mindset with strong organization and tracking habits, capable of managing open scheduling queues with minimal supervision.
- Shift Flexibility: Ability to work the core 8:00 AM – 5:00 PM EST shift and willingness to accommodate a 3:00 PM – 9:00 PM EST shift in the future if needed.
- Remote Office Setup: A private, HIPAA-compliant home office equipped with a reliable computer setup, high-speed internet, and a noise-canceling headset.
Nice-to-Have / Preferred Qualifications
- Radiology RIS Experience: Direct experience navigating Radiology Information Systems (RIS) or scheduling platforms (experience with CIVIE RIS is a strong plus).
- Bilingual Proficiency: Fluent bilingual skills in English and Spanish .
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