Healthcare VA1 Scheduling, Intake & Patient Communication Specialist

VA 1: Scheduling, Intake & Patient Communication Specialist

Must be able to work 8am-5pm Hawaii Time
Responsibilities
Manage appointment scheduling via Elation Health EMR and communication tools (online, phone, text).

Send appointment confirmations, reminders, and pre-visit instructions.

Ensure digital intake forms are completed before visits using Upgrade to see actual info.

Organize and update patient data in Elation Health EMR.

Verify insurance details and eligibility if applicable.

Respond to patient inquiries related to procedures, scheduling, and policies.

Monitor after-hours inquiries and ensure timely follow-ups.

Maintain accurate scheduling to minimize patient wait times.

Ensure HIPAA compliance and patient privacy.


Redundancy Protocol
If unavailable, VA 2 or VA 3 will handle scheduling, intake, and patient communication duties.

Scripts & Templates
Appointment Scheduling:

“Hello, this is [VA Name] from Island Family Surgical Care Center. How can I assist you today?”

“Would you prefer to schedule an appointment over the phone, or would you like me to send you a scheduling link?”

Form Request:

“Please complete the digital intake form prior to your visit. This will help us prepare for your appointment. The link is: [Link].”

Appointment Confirmation:

“Your appointment with Dr. Yan is confirmed for [Date] at [Time]. Please arrive 15 minutes early for check-in. Contact us at [Contact Information] if you need to reschedule.”

Reminder Message:

“This is a friendly reminder about your appointment with Dr. Yan on [Date] at [Time]. We look forward to seeing you!”

Daily Checklist
Confirm appointments and send reminders.

Ensure intake forms are completed and documented.

Respond to messages and inquiries.

Review and update insurance eligibility.

Address after-hours inquiries from the previous night.

Weekly Checklist
Verify all scheduled appointments are confirmed.

Ensure all inquiries are addressed and documented.

Cross-train with other VAs to cover potential gaps.

Provide management with a summary of patient communication statistics.