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, 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.
• Experience with medical billing, reconciliation, accounting support, or payment tracking is preferred but not the main priority.

Software & Systems

• PrognoCis EMR
• Opti Mantra
• Microsoft Excel
• Microsoft SharePoint
• Microsoft 365 / Office 365

Basic Requirements

• 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.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.