Oral Surgery Patient Coordinator

Job Title: Oral Surgery Patient Coordinator

Position type: Full-Time

Work hours: 8:00 AM to 5:00 PM Pacific Daylight Time

Work days: Monday to Friday

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

Job code: ST-OS

Workplace: Remote

Preferred Candidate Location: Philippines

Our client is a fast-paced oral surgery practice seeking a highly organized and reliable Oral Surgery Patient Coordinator to support patient scheduling, surgical preparation, and administrative operations. This role plays a critical part in ensuring patients are fully prepared before their procedures, documentation is completed in advance, and communication between patients and healthcare professionals runs smoothly.

The Oral Surgery Patient Coordinator will manage patient scheduling, documentation workflows, and pre-operative and post-operative coordination. In an oral surgery setting, patients must complete medical forms, consent documentation, insurance verification, and payment preparation before their appointment. Ensuring these steps are completed ahead of time helps prevent delays and allows the clinical team to focus on patient care.

This role requires a professional who is highly reliable, detail-oriented, and comfortable handling sensitive patient information while maintaining strict HIPAA compliance. The ideal candidate will also be proactive, capable of working independently, and confident coordinating complex patient workflows involving multiple healthcare providers such as primary care physicians, cardiologists, and other specialists when medical clearances are required prior to anesthesia.

The Oral Surgery Patient Coordinator will also support the treatment coordinator with general administrative tasks, maintain organized patient records, and ensure all patient communications and documentation are accurate, secure, and completed on time.

Scope of Work / Responsibilities

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

Top 3 Priorities

1. Appointment Scheduling & Patient Coordination: Ensuring patients complete required forms, consent documentation, and payment prior to their visit is critical to maintaining smooth clinic operations and preventing appointment delays.

2. HIPAA Compliance & Reliability: Strict confidentiality and accuracy when handling patient information are essential. The practice requires someone who can be trusted with sensitive medical records and protected health information.

3. Pre-op and Post-op Coordination: The coordinator must understand oral surgery workflows and assist patients with preparation steps, including medical clearances, surgical instructions, and follow-up coordination.

Key Performance Indicators (KPIs):

Timely completion of assigned tasks with high accuracy

Productivity metrics and workflow efficiency

Patient-facing outcomes such as reduced appointment delays

Reliability and consistency when managing patient data

Compliance with HIPAA and data privacy protocols

• High level of reliability and proactiveness
• Strong critical thinking and problem-solving ability
• Knowledge of oral surgery terminology and workflows
• Excellent communication skills for patient and provider coordination
• Strong understanding of HIPAA compliance and patient confidentiality
• High attention to detail and organizational ability
• Ability to manage complex, multi-step patient processes
• Ability to work independently with minimal supervision
• Strong focus and productivity in a remote work environment
  

Candidates with experience in the following roles are strongly preferred:

• Medical Receptionist
• Medical Scribe
• Patient Care Coordinator
• Dental Receptionist
• Healthcare Administrative Assistant

Experience in medical, dental, or oral surgery environments is highly preferred.

• Experience with the following tools is preferred:
• Open Dental (primary practice management system)
• Delta Dental insurance integration (EOB processing)
• Zoom phone system
  

• 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)
  

• 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.
  
  

• 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 clients 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.