Provider Support Coordinator

Job Title: Provider Support Coordinator

Position type: Part-Time

Work hours: 9:30 AM to 1:30 PM Central Daylight Time

Work days: Monday to Friday

Salary: $5 - $6 per hour, depending on experience

Job code: GJ-SI

Workplace: Remote

Preferred Candidate Location: Philippines

Our client is a growing healthcare practice providing services to patients across several group homes. The clinic is currently rebuilding and strengthening its internal operations and is seeking a highly organized and proactive Provider Support Coordinator to help ensure documentation workflows, provider communication, and billing coordination run smoothly.

This role is essential to maintaining operational accountability within the practice. The Provider Support Coordinator will monitor the Practice Fusion EHR system, verify that therapists’ notes are entered and signed, coordinate patient visit confirmations with the doctor or nurse practitioner, and ensure the billing team receives the information required to process claims on time.

The ideal candidate is detail-oriented, proactive, and confident communicating updates, especially in a remote environment. The client has emphasized the importance of hiring someone who actively reports progress and flags issues immediately rather than waiting to be asked.

You will play a key role in maintaining the practice’s documentation tracking systems and ensuring communication flows effectively between the doctor, virtual assistant, billing staff, IT assistant, and clinic owner.

As the clinic stabilizes its operational processes and prepares for future growth, this part-time role may transition into a full-time opportunity.

Scope of Work & Responsibilities

Primary Responsibilities

• Monitor the Practice Fusion EHR system daily to verify that therapists’ notes have been entered and signed
• Alert the clinic owner immediately if notes are missing or unsigned
• Receive daily text confirmations from the doctor or nurse practitioner regarding which patients were seen
• Relay visit confirmations to the billing staff and owner to ensure timely billing
• Ensure therapist notes reach the biller by the 2:00 PM daily deadline
• Follow up with providers regarding incomplete or missing documentation
• Maintain a tracking system to monitor documentation completion and billing notifications
• Coordinate communication between the doctor, VA, billing staff, and owner regarding patient visits
• Provide billing support by ensuring documentation is ready for claim submission

Documentation Management

• Maintain and monitor monthly patient documentation folders organized by group home
• Check patient folders once per month to ensure required documents are present and organized, including: Face sheets, Psychosocial documents, and Treatment plans.

• Alert the owner if files require additions, deletions, or corrections
• Help maintain organized and accurate patient records across documentation systems

Administrative & Coordination Support

• Assist with patient records management
• Coordinate documentation updates with healthcare providers
• Prepare reports, spreadsheets, and documentation trackers as needed
• Handle administrative follow-ups to ensure accountability from internal staff
• Support general operational coordination between internal team members

Top 3 Priorities

1. Verify therapy notes in Practice Fusion
Check daily that therapists have entered and signed their notes in the EHR. Immediately alert the owner if notes are missing or incomplete.

2. Coordinate doctor / nurse practitioner visit confirmations
Receive text updates from the doctor confirming which patients were seen each day and relay this information to the biller and owner to ensure billing processes move forward without delays.

3. Monitor patient documentation folders
Review patient documentation folders monthly to ensure files are organized correctly by group home and contain all required documentation. Report any updates or missing documents to the owner.

Key Performance Indicators (KPIs)

• Daily verification that therapist notes are entered and signed in Practice Fusion
• Consistent and timely reporting of patient visits to the billing team
• Therapist notes delivered to the biller by the 2:00 PM deadline
• Accurate tracking and reporting of documentation status
• Organized and updated monthly documentation folders
• Clear communication and reporting between the provider, billing staff, and owner

Requirements:
Desired Skills, Qualifications, and Personality Traits

• Healthcare administrative experience (preferably in mental health or outpatient settings)
• Experience using Practice Fusion EHR or similar systems
• Strong attention to detail and organizational skills
• Ability to create and maintain simple tracking systems
• Proactive communication style — comfortable reporting completed tasks and flagging issues without being prompted
• Ability to work independently with minimal supervision
• Reliable and accountable (the client emphasized the importance of consistent follow-through)
• Organized and comfortable managing documentation workflows
• Comfortable communicating through text updates and quick operational reports
• Confident communicating directly with providers and internal staff when issues arise

Ideal Candidate Profile

The client prefers someone who is:

• Proactive and confident
• Organized and detail-oriented
• Comfortable taking initiative
• Capable of communicating clearly and directly
• Comfortable reporting issues immediately
• Able to operate independently in a remote work environment

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.