Medical Scheduling & Records Coordinator – Occupational Healthcare

Winning Assistants LLC

. Schedule occupational health appointments and maintain accurate patient schedules.

Posted 9/18/2026part-timeRemote • PhilippinesMid-LevelSenior💰 $5 - $6 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates strong proficiency in medical scheduling, patient follow-up, and healthcare administration, with a focus on maintaining accurate records and effective communication with diverse stakeholders. Proficient in using EMR systems and Microsoft Excel to enhance administrative workflows and ensure compliance with documentation standards.

Highest-signal resume keywords

Medical SchedulingEMR/EHR System ExperienceMicrosoft Excel ProficiencyAttention to DetailProfessional Communication Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Appointment CoordinationPatient Follow-UpHealthcare AdministrationMedical DocumentationBilling Reconciliation

Soft Skills

Assertive CommunicationIndependenceProblem-Solving

Tools & Technologies

PrognoCis EMRMicrosoft SharePointMicrosoft 365Opti Mantra

Certifications & Qualifications

NBI ClearanceLocal Police Clearance

Industry Keywords

Occupational HealthPatient RecordsHealthcare DataAdministrative Workflows

About the role

Key responsibilities & impact

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.

Requirements

What you’ll need

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.

Benefits

Comp & perks

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