Medical Administrator, Out Coordinator

About the Role

VerityMD Inc is hiring a Remote Patient Check-In & Check-Out Coordinator to support the daily operations of their busy neurology clinics in California. The coordinator will work remotely in night shifts from India, using Epic and approved communication systems to manage patient registration, insurance verification follow-up, appointment scheduling, check-out, and patient communication. This is a nonclinical position.

Key Responsibilities

• Remote Patient Check-In

• Monitor daily patient schedules in Epic.

• Review patient registration, demographics, insurance, PCP, and referring provider information.

• Confirm that insurance eligibility and required authorizations have been completed by the billing team.

• Identify missing forms, questionnaires, and registration information.

• Contact patients by telephone or approved messaging systems to obtain missing information before appointments.

• Coordinate with on-site front-desk staff to confirm patient arrival and readiness for rooming.

• Update appropriate patient registration fields in Epic within authorized access.

• Flag missing insurance information, incorrect appointment types, and scheduling discrepancies.

• Remote Patient Check-Out

• Review provider-documented follow-up instructions and appointment orders.

• Schedule follow-up visits according to provider recommendations.

• Coordinate appointments for EMG/NCS, routine EEG, ambulatory EEG, autonomic testing, cognitive testing, Botox, and other procedures.

• Ensure required insurance authorization is obtained or pending appropriately before scheduling procedures.

• Send appointment confirmations and preparation instructions through approved channels.

• Coordinate outside referrals and diagnostic testing with the referral team.

• Contact patients who leave the clinic without scheduling their recommended follow-up.

• Maintain a daily list of patients with incomplete check-out tasks.

• Appointment Scheduling and Patient Communication

• Manage incoming and outgoing scheduling-related calls.

• Schedule and reschedule appointments according to provider availability and clinic protocols.

• Confirm appointment dates, times, locations, and visit types.

• Assist patients with appointment-related questions and portal communication.

• Document telephone encounters and scheduling actions in Epic.

• Escalate urgent clinical concerns to the appropriate on-site clinical team.

• Coordinate with the patient confirmation and referral teams to prevent duplicated work.

• Insurance and Billing Coordination

• Review eligibility and authorization status supplied by the billing team.

• Identify patients with missing insurance verification, authorization, or referral documentation.

• Coordinate insurance and billing issues with Sumit, Internal RCM Lead.

• Flag copayment, deductible, and outstanding balance information for on-site collection.

• Assist with payment-related communication without independently determining insurance coverage.

• Escalate payer discrepancies before appointments to minimize avoidable cancellations and denials.

• Daily Patient Flow Management

• Monitor the live Epic appointment schedule throughout the day.

• Track scheduled, arrived, roomed, completed, canceled, and no-show appointments.

• Coordinate with the Folsom and Carmichael site supervisors to resolve scheduling issues.

• Identify patients waiting for check-out or follow-up scheduling.

• Help reduce front-desk administrative workload and appointment delays.

• Escalate unresolved patient issues to the office manager.

• End-of-Day Reporting

• Submit a daily report containing:

• Total patients scheduled and checked in.

• Number of completed check-outs.

• Follow-up appointments scheduled.

• Patients requiring additional scheduling outreach.

• Missing insurance or authorization issues.

• Unresolved patient complaints or scheduling problems.

• Pending tasks requiring next-day follow-up.

Requirements & Tech Stack

• Work remotely in night shifts from India.
• Utilize Epic.
• Utilize approved communication systems.

Qualifications

• Excellent English communication.
• Attention to detail.
• Strong organizational skills.
• Ability to work during California business hours.