OrthoVirginia

General

• Welcome patients and visitors with professionalism, compassion, and exceptional customer service.
• Schedule appointments, answer incoming calls, and manage patient communications via phone, email, and fax.
• Register patients and maintain accurate demographic, insurance, and medical information.
• Verify insurance eligibility, obtain prior authorizations, and collect copays and other patient payments.
• Coordinate with providers, clinical staff, financial counselors, and billing teams to ensure a smooth patient experience.
• Support daily clinic operations through administrative tasks, record management, and office coordination.
• Maintain accurate patient records and follow established scheduling, registration, and documentation procedures.
• Resolve patient questions or concerns and escalate issues appropriately to ensure timely service.
• Assist with maintaining office supplies, equipment, and an organized front office environment.

Registration Coordinator, Part-Time

Artificial Intelligence

• Lead enterprise-wide data and AI governance strategy, roadmap, and accountability structures to align initiatives with clinical, financial, and operational priorities while ensuring compliant, ethical, and high-quality use of data and artificial intelligence.
• Identify, evaluate, and prioritize AI use cases across the Epic (clinical and revenue cycle), Workday (HR and finance), Microsoft 365/Azure (productivity and data) ecosystems, and other AI solutions.
• Lead evaluation and deployment of native AI capabilities within core platforms, including Epic’s AI/ambient documentation tools, Workday AI-driven HR/talent features, and Microsoft Copilot and Azure AI services.
• Guides enterprise change management and data literacy initiatives to drive adoption of governance practices and responsible AI usage across the organization.
• Establish AI governance, including a responsible-AI framework, model risk review, data privacy and HIPAA compliance safeguards, and vendor due diligence processes.
• Partner with leadership team on key initiatives to drive the business strategies across all functional areas of the organization identifying AI-enabled solutions with clear ROI.
• Form relationships with Epic, Workday, Microsoft, and third-party AI vendors, including participation in user groups, roadmap reviews, and contract/licensing decisions.
• Oversee pilot programs and change management for AI tools, ensuring clinician and staff adoption, training, and measurable outcomes.
• Build, mentor, and lead a team of AI/analytics professionals; coordinate matrixed work with application analysts, data/BI, security, and compliance teams.
• Monitor the regulatory and competitive landscape for healthcare AI, ensuring OrthoVirginia’s approach remains compliant and current.
• Maintain a broader innovation pipeline — scouting emerging technologies and process innovations beyond AI that improve clinical or operational performance — and recommend which to pursue, pilot, or shelve.
• Report AI and innovation program progress, risks, and outcomes to executive leadership as needed.

Director, AI and Innovation

Manager

• Develop, negotiate, and maintain contracts with all payer types, including insurance companies, MSOs, IPAs, TPAs, and government programs.
• Research territories to identify gaps in payer coverage and support expansion into new markets.
• Ensure all contractual arrangements meet financial targets and comply with legal and regulatory requirements.
• Analyze cost, utilization, and reimbursement data to support negotiation strategy and decision-making.
• Lead the full contract process from pre‑contract planning through post‑signature implementation.
• Facilitate internal approval processes for all contract documents.
• Ensure accuracy and completeness of all supporting documentation.
• Develop and maintain systems to track critical contract events such as renewals, terminations, and key deadlines.
• Maintain strong relationships with contracted providers and payer partners.
• Review and update contractual language to ensure accuracy and relevance.
• Evaluate fee schedules annually to identify opportunities for expanded services, reimbursement adjustments, and policy updates.
• Work closely with leadership to support strategic business goals and organizational growth initiatives.
• Communicate contract terms, updates, and policy changes to internal departments, especially billing and revenue cycle teams.
• Ensure staff are informed of payer medical policy changes, billing requirements, and reimbursement updates.
• Conduct ongoing assessments of assigned networks and recommend strategic initiatives.
• Prepare bi‑weekly status reports on all contracts and contracting activities.
• Ensure accurate data entry of contract terms and specifications into internal databases.
• Support contracting administration and special projects as needed.

Manager, Healthcare Contracts

Collections

• Provide leadership and operational support to the Patient Financial Services collections, estimates and accounts receivable functions.
• Oversee the development, implementation, and continuous improvement of patient collection strategies, plans, and programs.
• Ensure timely reimbursement and the prompt collection of all outstanding receivables in accordance with organizational policies.
• Conduct periodic evaluations of accounts to track collection progress and identify trends or issues.
• Develop, implement, and monitor collection policies and procedures to ensure effectiveness and compliance.
• Manage relationships with external vendor collection agencies, ensuring performance standards are met.
• Represent the organization at court garnishment hearings in collaboration with the collection’s attorney.
• Identify current and potential issues impacting revenue cycle performance and recommend corrective actions.
• Collaborate with department staff and senior leadership to resolve outstanding financial matters and improve revenue management.
• Monitor project deliverables to ensure accuracy, quality, and timely completion.
• Maintain strong client and patient relationships by addressing concerns, resolving complaints, and ensuring high-quality customer service.
• Ensure all activities comply with organizational standards, internal policies, and applicable government regulations.
• Partner with cross functional departments to support organizational goals and enhance overall revenue cycle performance.
• Supervise, mentor, and evaluate team members to ensure high performance and accountability.
• Lead the recruitment, onboarding, and training of new staff within the department.
• Conduct regular performance reviews and provide coaching to support staff development.
• Develop and refine policies aimed at improving cash flow and reducing outstanding receivables.
• Prepare month end financial reports, performance summaries, and ad hoc analyses for management review.

Manager, Patient Collections

Accounts Receivable

• Responsible for holding self and team members accountable for meeting performance expectations.
• Assist in setting and maintaining department standards.
• Assist with responsibilities of one on one and general staff meetings.
• Assist in training and remediation as needed.
• Supports leadership in oversight of designated Revenue Cycle Management domestic and offshore staff as needed to ensure all RCM functions are worked within the established timeframes.
• Works with staff to resolve discrepancies and improve accuracy.
• Maintains a strong working knowledge of both upstream and downstream processes.
• Improves processes within department emphasizing quality and efficiency, while identifying and removing bottlenecks.
• Prepares reports as needed for various departments and leadership.
• Anticipates and resolves problems demonstrating good judgment.
• Conduct team meetings to educate on insurance guidelines, claim denials, and re-training efforts as needed.
• Investigate escalated insurance billing inquiries and inaccuracies and take appropriate action to resolve the account.

Manager, Accounts Receivable

Patient Coordinator

• Manages telephone calls as well as patient inquiries via mail or fax; return patient phone concierge, Website, MyChart and CIH appointment requests in a timely manner.
• Answers phones appropriately and professionally, providing excellent customer service.
• Clarifies information needed by the caller and determines the best course of action to meet the customer's needs.
• Effectively communicates with physicians, patients, and other professionals and returns phone calls promptly.
• Schedules patient's appointments in accordance with internal guidelines and physician appointment scheduling protocols.
• Collects and enters patient's demographics in the system completely and accurately.
• Verifies patient's insurance information and confirms that OrthoVirginia participates with their insurance plan.
• Verifies any information necessary in preparation for an office visit (e.g. if the patient has seen another physician for the same problem, if x-rays are available, etc.).
• Direct patient calls regarding medical inquiries to the appropriate resource.
• Send out appointment reminder card/patient packet if requested.
• Assist with Epic Work Queues as appropriate/assigned.
• Performs other duties as assigned.

Patient Access Coordinator

Scheduler

• Coordinating inpatient and outpatient surgeries, procedures, diagnostic testing, and follow-up care.
• Scheduling procedures with hospitals, ambulatory surgery centers, and other healthcare facilities.
• Verifying insurance eligibility, obtaining prior authorizations, and coordinating required pre-certifications.
• Collaborating with physicians, clinical staff, and surgical facilities to ensure all documentation, equipment, and surgical requirements are completed.
• Educating patients on surgical scheduling, pre-admission requirements, pre-operative testing, and post-operative instructions.
• Communicating scheduling updates and serving as a primary point of contact for patients throughout the surgical process.
• Coordinating physician orders, prescriptions, laboratory testing, and other pre-operative requirements.
• Maintaining accurate patient records and supporting documentation for coding, billing, and regulatory compliance.
• Working closely with providers and multidisciplinary teams to ensure an organized, efficient surgical scheduling process.

Surgery Scheduler

• Preparing exam rooms and ensuring clinical areas are clean, stocked, and ready for patient care
• Rooming patients, obtaining medical histories, recording vital signs, and documenting clinical information
• Assisting providers with patient examinations, treatments, and in-office procedures
• Educating patients on orthopedic care, including cast care, brace use, and post-treatment instructions
• Coordinating patient care by scheduling follow-up appointments, imaging, therapy, and surgical procedures
• Entering provider orders for diagnostic testing, therapy, and other patient care needs
• Supporting surgery coordination, including pre-operative testing and equipment arrangements
• Responding to patient phone calls, addressing questions, and appropriately triaging concerns
• Collaborating with providers and the clinical team to keep patient flow efficient while delivering outstanding customer service

Clinical Team Member

Therapist

• Assist physical and hand therapists with patient treatment activities
• Guide patients through therapist-assigned exercises under direct supervision
• Prepare, clean, and maintain equipment and treatment areas
• Sanitize shared surfaces and patient care spaces
• Support clinical staff with permitted duties under therapist supervision
• Perform clerical tasks including answering phones, filing, and stocking supplies
• Complete laundry and linen restocking
• Follow clinic policies and safety procedures
• Conduct personal training and return-to-sport assessments
• Develop and implement individualized training programs
• Instruct clients on proper exercise technique and safety
• Monitor and document client progress in Epic
• Communicate with therapists and physicians to align care plans
• Lead individual and small group training sessions
• Maintain a clean and safe training environment
• Support client retention and growth of sports performance services

Therapy Tech, Personal Trainer

• Prepare and position patients for radiographic procedures while ensuring comfort, safety, and privacy
• Perform diagnostic X-ray examinations and obtain high-quality digital images
• Operate radiographic and C-arm equipment safely and effectively
• Review images for technical quality, anatomical accuracy, and proper patient identification
• Follow radiation safety protocols and industry best practices to minimize exposure
• Maintain examination rooms and imaging equipment to ensure compliance and operational readiness
• Collaborate with physicians, clinical staff, and fellow team members to deliver exceptional patient care
• Assist with additional clinical and departmental responsibilities as needed

Radiology Technologist, Part Time

• Perform limited-scope X-ray exams (e.g., upper/lower extremities, chest, spine).
• Position and prepare patients for exams with a focus on comfort and safety.
• Capture and review clear, diagnostic-quality images.
• Follow all radiation safety guidelines (including ALARA practices).
• Maintain imaging equipment and exam rooms.
• Work collaboratively with clinical teammates to support patient flow.

Radiology Technologist, Limited License

• Assists the therapists in activities related to the treatment of individual patients
• Performs and responds to therapists in accordance with the rules and regulations of the American Physical/Occupational Therapy Associations
• Assists patients in performing the appropriate exercises assigned by and under direct supervision of the therapist
• Assists other clinical staff in the performance of their duties as permitted and under the direct supervision of the therapist
• Responsible for preparing, cleaning, and maintaining exercise equipment.
• Responsible for cleaning and sanitizing of shared surfaces and patient care areas.
• Follows policies and procedures pertaining to the care of the equipment and supplies and reports any irregularities to the therapist or clinical manager
• Assists in clerical duties to include answering phones, filing, and stocking of necessary items
• Performs laundry duties and restocking of linen supplies

Therapy Technician

• Provide direct patient care according to State guidelines
• Manage the employment life cycle experience for direct reports
• Ensure compliance with procedures and EHR requirements
• Develop comprehensive plans of care with collaborating physicians
• Responsible for creating APC schedules
• Ensure team environment is positive and productive

Manager, APC

• Maintain the registration desk, answer phone lines, and schedule appointments
• Enter and update patient information, verify insurance coverage, obtain authorizations, and collect co-pays
• Provide administrative support to providers as needed (e.g. filing, distributing dictation, etc.)
• Provide general office assistance including purchasing of office supplies, maintenance of office equipment.
• Coordinate with billing office on collections and balancing payments.
• Serve as liaison between patients and the clinical staff and will work toward ensuring efficiency and excellent customer service.
• Adhere to established procedures for appointment scheduling, intake, and record-keeping for all patients
• Collect appropriate copays, payments on accounts and payments for cash and carry supplies and accurately posts to patient's account
• Communicate with providers, medical assistants, financial counselors, patient resource coordinators and other support staff as needed
• Demonstrate sound knowledge of insurance plan participation and ensures appropriate processing of insurance information
• Manage telephone, fax, and e-mail requests in a timely and organized manner to ensure effective communication and excellent customer service
• Ability to work flexible schedules to meet clinic needs

Registration Coordinator

• Prepare patients for MRI procedures and follow established procedures for patient care and safety.
• Protect patients, yourself and staff from radiation exposure by practicing sound procedures which meet or exceed recommended industry standards.
• Obtain quality MRIs of patients in an acceptable timeframe; Process and accurately digitize images with correct patient data.
• Prepare examination rooms for MRI procedures.
• Review each exam for technical accuracy and identify anatomical orientation on all images.
• Ensure that all equipment is in good working condition and in compliance with applicable laws and regulations.
• Comply with radiation safety guidelines and operates radiographic equipment safely.
• Demonstrate willingness to assist in additional duties as required.