Winning Assistants LLC

Bilingual

• Coordinate patient appointments and manage provider schedules
• Conduct follow-up calls to patients regarding appointments, care plans, and outstanding requirements
• Respond professionally to patient inquiries through phone and other communication channels
• Provide exceptional patient service while ensuring a positive patient experience
• Coordinate appointment reminders and patient communications
• Verify patient insurance eligibility and benefits
• Process prior authorization requests
• Assist with medication refill requests
• Maintain accurate patient records and documentation within the EMR
• Apply medical terminology and basic medical coding knowledge to support daily administrative workflows
• Ensure patient information is maintained accurately and confidentially
• Utilize the ICANotes EMR system to support daily patient coordination
• Provide front-end and back-end administrative support
• Collaborate with providers and clinical staff to ensure efficient patient care
• Support operational initiatives as the practice continues to grow
• Assist with communication management through email, phone, and messaging platforms

Bilingual Patient Care Coordinator – Spanish, English

Medical writer

• Prepare and complete patient notes for two physicians using MDLog EMR.
• Assist with medical scribing and clinical documentation during and after patient rounds.
• Begin preparing documentation in advance whenever possible to streamline the workflow.
• Support two physicians during daily rounding and complete documentation within 24 hours of each patient encounter.
• Accurately document patient encounters while maintaining compliance with HIPAA and documentation standards.
• Communicate effectively with both providers regarding documentation needs and follow-up items.
• Maintain organization and prioritize tasks to meet daily documentation deadlines.

Medical Scriber, Clinical Documentation

Medical Billing and Coding

• Schedule and coordinate patient appointments across two office locations
• Manage appointment reminders to reduce patient no-shows
• Reschedule appointments as needed while maintaining provider availability
• Coordinate patient follow-ups and scheduling communications
• Maintain accurate scheduling records across all systems
• Process daily medical billing tasks
• Follow up on unpaid and denied insurance claims
• Assist with Revenue Cycle Management (RCM) activities
• Identify and resolve claim denials to maximize reimbursements
• Support billing documentation and account reconciliation
• Verify patient insurance eligibility and benefits
• Submit, track, and manage prior authorization requests
• Access and download authorization information through the Optum portal
• Maintain authorization tracking records and documentation
• Coordinate with insurance companies regarding authorization approvals and updates
• Handle inbound and outbound patient phone calls
• Assist with patient follow-up communications
• Update spreadsheets and patient information
• Office Ally (primary practice management system)
• Clearinghouse (for scheduling and patient information)
• Square (for appointment holds/payment processing)
• Optum (insurance portal with authorization access)
• Custom spreadsheets for patient data, referral doctor information, test requirements, and authorization tracking
• Basic phone system (traditional phone line)

Medical Billing & Scheduling Coordinator

• Process and submit dental, orthodontic, and oral surgery insurance claims accurately and on time.
• Ensure claims are complete, compliant, and submitted correctly to maximize reimbursement.
• Review unpaid, denied, or rejected claims and take appropriate corrective action.
• Prepare and submit appeals for denied claims.
• Monitor claim status and follow up with insurance companies until resolution.
• Maintain accurate billing documentation and patient financial records.
• Work with Denti-Cal (California Medicaid) and commercial dental insurance plans.
• Verify dental insurance eligibility and benefits prior to treatment.
• Confirm patient coverage, deductibles, copays, and treatment limitations.
• Obtain benefit information and communicate coverage details when necessary.
• Follow up with insurance carriers regarding pending claims and authorizations.
• Maintain detailed documentation of insurance communications and claim updates.
• Answer overflow inbound calls professionally.
• Assist new patients with scheduling appointments and responding to general inquiries.
• Route calls appropriately and provide excellent customer service.
• Support front desk operations during high patient volume.
• Maintain HIPAA compliance while handling patient information.
• Assist with billing questions and account inquiries.
• Support administrative functions across two dental office locations.
• Maintain organized patient records and billing documentation.
• Collaborate with in-office staff to ensure efficient daily operations.
• Participate in cross-training to support multiple office workflows.

Bilingual Dental Biller, Front Desk Support – English/Spanish

Administrative Assistant

• Phone Call Management: Answer all inbound calls promptly and ensure no missed calls
• Patient Intake & Scheduling: Manage new patient intake and coordinate appointments
• Referral Processing: Handle referrals and ensure timely follow-ups
• No-Show Follow-Up: Contact patients at least twice and send text reminders with proper documentation
• Insurance Verification & Prior Authorizations: Accurately process and verify patient coverage
• Speed-to-Lead Response: Follow up on new inquiries/referrals within 5 minutes (critical KPI)
• Patient Support: Assist with patient questions, including basic clinical-related inquiries when appropriate
• Objection Handling (Nice-to-Have): Comfortably handle basic patient concerns or hesitations over the phone
• Team Collaboration: Participate in daily Zoom meetings with the team

Behavioral Health Administrative Coordinator

• Assist with daily healthcare administrative and operational tasks.
• Coordinate prior authorization documentation with physicians and healthcare providers.
• Manage 485 Certifications and Plan of Care (POC) renewals.
• Prepare, organize, and maintain Medicaid compliance documentation.
• Upload, organize, and maintain patient documentation within the EMR system.
• Track staff licenses, TB tests, certifications, and credential expiration dates.
• Follow up with nursing staff regarding expiring documents and required renewals.
• Schedule supervisory visits with RN supervisors.
• Ensure documentation remains organized, accurate, and HIPAA compliant.
• Provide general virtual administrative support across multiple departments.
• Organize and maintain digital files and company documentation.
• Prepare and distribute offer letters through DocuSign.
• Assist with interview scheduling and coordination.
• Conduct virtual orientation sessions for newly hired employees.
• Generate and distribute company newsletters.
• Track client birthdays and send personalized birthday greetings.
• Recommend workflow improvements and support process optimization initiatives.
• Perform additional administrative and operational tasks as assigned.
• Answer inbound phone calls professionally and route urgent concerns appropriately.
• Provide dependable phone coverage during business hours and support after-hours coverage as the business grows.
• Deliver exceptional customer service while maintaining professionalism and empathy.
• Handle confidential information while adhering to HIPAA standards.
• Make warm outbound calls to prospective clients and marketing leads.
• Follow up with interested prospects and nurture relationships.
• Schedule appointments and discovery calls for qualified leads.
• Manage appointment reminders and ongoing lead follow-up.
• Maintain accurate notes and updates within the CRM/EMR system.
• Assist with basic social media posting and audience engagement.
• Support the team with additional marketing-related administrative tasks as needed.

Healthcare Administrative Virtual Assistant – Home Care Ops, Patient Support

Recruitment

• Manage, maintain, and update candidate records within the CRM system to ensure data accuracy and completeness.
• Process resume backlogs using proprietary AI/GPT tools.
• Extract candidate information from resumes and accurately input data into the CRM.
• Summarize candidate resumes using custom GPT tools to support recruiter evaluations.
• Extract relevant skills and keywords from resumes to improve candidate matching and searchability.
• Create, configure, and maintain job orders within the CRM system.
• Source qualified candidates through LinkedIn, Facebook Groups, and other online platforms.
• Build, organize, and maintain candidate pipelines for current and future hiring needs.
• Collect, organize, and manage candidate resumes and recruitment documents.
• Perform high-volume data entry while maintaining exceptional accuracy and attention to detail.
• Assist with WIX website updates, including posting job opportunities and entering job-related information.
• Provide light bookkeeping and administrative support as needed.
• Support recruiters with operational and administrative tasks to improve recruitment efficiency.
• Maintain confidentiality when handling candidate and company information.
• Continuously identify opportunities to improve recruitment workflows and operational processes.

Recruitment Operations Assistant

Appointment Setter

• Answer inbound calls promptly and professionally.
• Respond quickly to new patient inquiries and convert leads into scheduled appointments.
• Follow up with prospective patients through phone, email, and text.
• Maintain excellent customer service throughout the patient journey.
• Schedule, reschedule, and confirm patient appointments using Jane EMR.
• Perform courtesy insurance eligibility and benefits verification for out-of-network patients.
• Update and maintain accurate patient information in the EMR.
• Follow up with inactive patients to encourage them to return for care.
• Build relationships with referring providers such as orthopedic clinics, hand surgeons, and other medical offices.
• Conduct outreach to referral partners to help grow the practice.
• Manage the owner's calendar and email as needed.
• Complete other administrative tasks to support daily operations.

Medical Appointment Setter

• Medical Billing: Manage the full medical billing cycle, including claim submission, insurance claim follow-up, payment posting, denial resolution, and overall billing workflow.
• Patient Communication: Handle inbound and outbound calls professionally.
• Respond to billing inquiries from patients and insurance companies.
• Provide timely follow-up regarding outstanding balances or claim-related concerns.
• Athena EMR & Documentation: Accurately document billing activities and communications in Athena EMR.
• Maintain organized billing records.
• Ensure timely follow-up on outstanding accounts.
• Team Collaboration: Work closely with the office team to resolve billing questions, account discrepancies, and other payment-related issues.

Medical Billing Specialist – Endocrine Care

• Answer inbound patient calls promptly and professionally, assisting with questions, requests, intake, follow-ups, and general coordination.
• Schedule, reschedule, and confirm patient appointments while maintaining accurate appointment details in the EMR.
• Provide warm, clear, and helpful bilingual communication to support patient satisfaction and maintain a high call-answering rate.
• Perform insurance verification and eligibility checking when needed.
• Ensure insurance details, patient information, and related documentation are accurate, confidential, and properly updated.
• Coordinate with the appropriate team members regarding patient concerns, insurance updates, or scheduling issues.
• Assist with email management, front desk coordination, and daily administrative tasks.
• Follow structured workflows while adapting to client needs when necessary.
• Identify workflow gaps or issues and proactively communicate possible improvements.

Bilingual Patient Care Coordinator – Integrated Medicine

Billing Specialist

• Verify patient insurance eligibility and benefits, process pre-authorizations, and ensure accurate insurance documentation.
• Assist patients in understanding insurance coverage, treatment estimates, and expected out-of-pocket costs for various treatment plans.
• Support billing-related processes, maintain organized records, and assist with administrative tasks to ensure smooth daily operations.
• Perform front desk and receptionist support tasks when needed.
• Manage inbound and outbound patient calls professionally.
• Provide patient scheduling and appointment support.
• Handle email and phone call management, including voicemail follow-ups.
• Send out X-ray results and other patient communications.
• Assist with scheduling backup and patient coordination.
• Maintain a positive, professional, and patient-centered experience at all times.

Dental Insurance, Billing Coordinator

• Serve as the virtual front desk by answering incoming phone calls professionally and promptly.
• Respond to patient emails and inquiries with excellent customer service.
• Schedule, reschedule, and confirm patient appointments.
• Maintain provider calendars and ensure efficient scheduling.
• Verify patients' insurance benefits and eligibility.
• Perform general healthcare administrative tasks and maintain accurate patient information.
• Support daily clinic operations to ensure smooth workflow.
• Conduct outbound calls to previous patients to encourage appointment scheduling.
• Help re-engage inactive patients to improve provider schedules and practice growth.
• Maintain professional, empathetic communication during outreach.
• Assist with updating the practice's website as needed.
• Support basic social media management and content updates.
• Help maintain an engaging online presence to support practice growth.
• Provide basic billing assistance when needed.
• Support billing-related administrative tasks and be open to learning additional responsibilities as the practice grows.

Mental Health Virtual Assistant, Patient Coordinator

• Process medical claims accurately for oral surgery procedures
• Perform cross-coding between dental and medical insurance
• Review documentation to ensure accurate coding and billing submission
• Support insurance reimbursement processes and resolve billing discrepancies
• Maintain accurate billing records and documentation
• Verify insurance eligibility and benefits as needed
• Assist with claim follow-ups and reimbursement tracking
• Ensure all billing activities comply with HIPAA and healthcare regulations
• Protect confidential patient information and maintain accurate documentation
• Utilize Open Dental to manage billing workflows, patient records, and practice information
• Collaborate with providers and administrative staff to support billing workflows
• Maintain organized billing records and reports
• Assist with workflow improvements and operational projects as assigned
• Perform additional administrative duties to support the practice as needed

Medical Billing & Cross-Coding Specialist – Oral Surgery

Patient Coordinator

• Manage appointment scheduling and patient reminders
• Coordinate completion of new patient forms, consent forms, and payment requirements prior to appointments
• Maintain and organize patient records and documentation
• Respond to patient inquiries and correspondence
• Coordinate communication between patients and healthcare professionals
• Assist with pre-operative and post-operative patient coordination
• Ensure required medical clearances and health documentation are completed prior to surgery
• Support the treatment coordinator with administrative tasks and documentation preparation
• Prepare reports, spreadsheets, and documentation trackers
• Maintain accurate information within the Open Dental practice management system
• Assist with insurance coordination and EOB processing
• Ensure all patient communication and records follow HIPAA compliance standards

Dental Patient Coordinator – Oral Surgery

Executive Assistant

• Schedule and manage medical, dental, physical therapy, specialist, concierge physician, neurology, executive health, and wellness appointments.
• Coordinate referrals, imaging, laboratory work, blood tests, and follow-up care.
• Confirm appointments and complete all required pre-visit paperwork.
• Monitor healthcare portals daily for:
• - Provider messages
• - Test results
• - Prescription updates
• - Required follow-up actions
• Communicate professionally with physicians, specialists, clinics, pharmacies, and healthcare providers to ensure seamless continuity of care.
• Coordinate travel-related medical appointments when necessary.
• Review medical reports, provider visit summaries, and treatment recommendations.
• Identify required follow-up actions, medication changes, referrals, and ongoing treatment plans.
• Maintain organized electronic medical records and healthcare documentation.
• Track provider recommendations and ensure all action items are completed.
• Maintain healthcare trackers, visit history logs, and medical documentation.
• Verify insurance eligibility and patient benefits.
• Obtain and manage prior authorizations.
• Coordinate insurance approvals for procedures, imaging, specialists, and treatments.
• Follow up on pending authorizations.
• Communicate with insurance companies regarding claims, reimbursements, billing questions, and coverage issues.
• Work directly with providers and billing departments to resolve insurance-related concerns.
• Maintain accurate documentation of all insurance activities.
• Coordinate prescription refill requests.
• Communicate with pharmacies regarding medication updates and dosage changes.
• Track medication and supplement inventory to prevent interruptions.
• Coordinate supplement ordering and functional medicine programs.
• Assist with preventive healthcare, nutrition programs, and wellness initiatives.
• Manage complex healthcare calendars.
• Conduct proactive calendar reviews and resolve scheduling conflicts.
• Coordinate appointments across multiple healthcare systems.
• Organize travel-related healthcare logistics.
• Assist with executive administrative tasks as needed.
• Maintain accurate scheduling records and reminders.
• Maintain detailed task trackers and healthcare logs.
• Ensure all open items receive timely follow-up until resolved.
• Monitor pending referrals, prescriptions, insurance matters, and provider communications.
• Prepare concise weekly status updates.
• Escalate urgent healthcare matters promptly.
• Healthcare appointment coordination and provider communication.
• Medical records review, follow-up actions, and continuity of care.
• Prescription, supplement, insurance, and wellness management.
• Executive healthcare administration.
• Healthcare scheduling and insurance coordination.
• HIPAA-compliant handling of confidential medical information.