Winning Assistants LLC

Scheduling Coordinator

• 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.

Medical Scheduling & Records Coordinator – Occupational Healthcare

Billing Specialist

• Answer inbound and outbound patient calls, emails, and text messages.
• Schedule, reschedule, and confirm routine and urgent appointments.
• Assist patients with telehealth appointments and virtual care coordination.
• Update and maintain accurate patient records in the EMR.
• Verify insurance eligibility, benefits, and coverage.
• Process and submit medical claims.
• Follow up on claim status and basic billing concerns.
• Assist with medical coding and review records for billing accuracy.
• Coordinate communication between patients, providers, and administrative teams.
• Provide general medical administrative and provider support.
• Maintain patient confidentiality and follow HIPAA requirements.

Patient Support – Billing Specialist

Executive Assistant

• Manage inbound and outbound patient intake workflows
• Coordinate incoming patient referrals and enter referral information accurately
• Collect, review, and document new-patient intake information
• Follow up on missing referral or intake documentation
• Maintain accurate patient and referral records
• Coordinate with internal team members regarding referrals and patient needs
• Verify patient insurance eligibility, benefits, coverage, and Medicare information
• Identify and resolve missing, inactive, or incorrect insurance information
• Document insurance verification results
• Assist with prior authorization submission, tracking, follow-up, and resolution
• Support medical billing and claims-related workflows
• Review denied claims and investigate authorization, patient-information, and insurance issues
• Resolve outstanding claims and claim holds
• Maintain billing and authorization documentation
• Provide back-office administrative support
• Manage healthcare documentation and faxes
• Monitor and process orders and assigned administrative tasks
• Provide patient phone support and respond to inquiries
• Assist with scheduling requests and route patients appropriately
• Coordinate with clinical and administrative staff for timely follow-through
• Meet KPIs for accurate and timely intakes, referrals, insurance verification, documentation, follow-up, authorizations, billing tasks, administrative work, and patient inquiry handling

Medical Virtual Assistant – Hospice Intake, Insurance Verification, Billing Support

Insurance

• Verify patient insurance eligibility, active coverage, benefits, effective dates, plan type, network status, copays, deductibles, coinsurance, out-of-pocket information, referral requirements, and authorization requirements
• Document eligibility and benefit information in EZ Derm or the designated workflow
• Communicate with insurance companies about eligibility, benefits, authorization requirements, and pending requests
• Document insurance calls, including representative name, reference number, date and time, phone number, information obtained, and next action
• Manage prior authorizations from submission through final resolution
• Submit prior authorization requests with complete supporting documentation
• Track status updates, additional information requests, approvals, denials, authorization numbers, approved codes, units, and date ranges
• Manage prior authorizations for biologic medications
• Create and maintain follow-up tasks for unresolved insurance and authorization items
• Track pending items through completion, resolution, or escalation
• Escalate clinical, financial, missing information, denial, delay, or decision-making concerns as appropriate
• Handle insurance-related phone calls as the primary focus
• Provide overflow patient call support as operational needs allow
• Provide a daily End of Day report summarizing completed work and outstanding items
• Maintain patient confidentiality and comply with HIPAA and practice policies
• Use EZ Derm, 3CX, insurance portals, payer systems, task workflows, phone, email, and internal communication systems

Medical Scheduling & Records Coordinator – Occupational Healthcare

Patient Support – Billing Specialist

Medical Virtual Assistant – Hospice Intake, Insurance Verification, Billing Support

Bilingual Prior Authorization, Insurance Verification Specialist