Chart Scrub Virtual Assistant / Care Coordinator - URGENT HIRING

Department: Care Management / Primary Care Operations Reports To: Care Management Supervisor, Clinical Manager, Practice Administrator, or designated leader Company: Ascension Business Solutions LLC Work Setup: Remote (Full-Time) Schedule: U.S. Business Hours (Graveyard Shift, PH Time) Compensation: Competitive compensation package starting at ₱30,000 to ₱45,000, commensurate with experience and role alignment Role Overview The Chart Scrub Virtual Assistant supports healthcare organizations by reviewing patient records, identifying overdue follow-up needs, coordinating appointments, and routing clinical concerns to licensed healthcare professionals. This role helps maintain accurate patient records and supports continuity of care by ensuring that missed appointments, incomplete referrals, unresolved documentation, and changes recorded in patient charts receive appropriate follow-up. The Chart Scrub VA does not diagnose medical conditions, interpret clinical results, recommend treatment, change medications, or provide medical advice. All clinical concerns must be escalated to the appropriate licensed healthcare professional. Key Responsibilities 1. Patient Chart Review Review assigned patient charts using the client’s approved chart-scrubbing workflow. Confirm the patient’s active status, assigned provider, contact information, and current care setting. Identify the date and type of the patient’s most recent provider visit. Review documented follow-up recommendations and determine whether the recommended timeframe has passed or is approaching. Review hospital, emergency department, rehabilitation, skilled nursing, specialist, laboratory, diagnostic, medication, and care management records. Identify missed appointments, incomplete referrals, unresolved orders, missing documentation, and unsuccessful outreach attempts. Flag documentation that may indicate a change in condition or need for provider review. 2. Follow-Up Classification and Routing Classify reviewed charts according to the approved workflow, including: No visit currently needed Routine follow-up due Priority follow-up needed Clinical review required Unable to determine Patient inactive or no longer receiving services Route patients to the appropriate scheduling, clinical, or administrative queue. Provide a clear reason for the visit and requested follow-up timeframe. Escalate incomplete charts or unclear follow-up instructions to the designated clinical team member. Ensure urgent concerns are not placed in a routine scheduling queue. 3. Patient Outreach and Scheduling Contact patients, caregivers, facilities, or authorized representatives using approved communication procedures. Verify patient identity using the required identifiers. Explain the purpose of the recommended follow-up using approved, patient-friendly language. Schedule routine and priority follow-up appointments based on provider instructions and client procedures. Confirm appointment dates, times, locations, and visit types. Identify barriers involving transportation, caregiver availability, technology, language, or facility coordination. Follow established procedures for patients who cannot be reached. Escalate unresolved priority concerns after unsuccessful outreach attempts. 4. Clinical Escalation Immediately route potentially urgent symptoms, abnormal findings, or safety concerns to a nurse or provider. Escalate abnormal results that do not have documented provider review. Refer medication questions, worsening symptoms, treatment concerns, and clinical complaints to licensed clinical staff. Follow the client’s emergency escalation procedures when potentially life-threatening symptoms are reported. Avoid independently interpreting results, determining clinical urgency, recommending treatment, or providing medical advice. Keep unresolved clinical issues open until the appropriate escalation and disposition have been documented. 5. Documentation and Task Management Complete a standardized chart-review note for every patient reviewed. Document relevant visit dates, follow-up recommendations, recent events, identified concerns, outreach attempts, routing decisions, and final outcomes. Maintain accurate work queues, patient trackers, and follow-up lists. Document every outreach attempt separately and accurately. Close tasks only when scheduling, outreach, documentation, and escalation requirements have been completed. Participate in quality reviews and correct documentation or routing errors when identified. Protect patient information and follow HIPAA, company, and client confidentiality requirements. Required Qualifications At least one year of experience in healthcare administration, medical scheduling, patient coordination, care management, or a related healthcare role. Experience reviewing electronic health records and navigating patient charts. Familiarity with medical terminology, provider orders, laboratory reports, medication lists, and healthcare documentation. Strong written and verbal English communication skills. Excellent attention to detail and data-entry accuracy. Ability to identify missing, inconsistent, or unresolved information. Ability to distinguish administrative needs from concerns requiring licensed clinical review. Strong organizational, time-management, and follow-up skills. Ability to manage multiple patient records and deadlines accurately. Ability to communicate professionally and compassionately with patients, caregivers, providers, and facilities. Ability to work independently while following established workflows and escalation procedures. Comfortable working during U.S. business hours or graveyard shifts in the Philippines. Preferred Qualifications Philippine Registered Nurse or Licensed Nurse. Nursing graduate or graduate of another allied health or medical program. Licensed pharmacist, medical technologist, physical therapist, or another related healthcare professional. Background as a medical assistant, nursing assistant, care coordinator, or health unit coordinator. Two or more years of experience in primary care, chronic care management, population health, home health, hospice, or care coordination. Experience supporting Medicare patients, older adults, or patients with multiple chronic conditions. Experience coordinating care with assisted living facilities, group homes, skilled nursing facilities, caregivers, and specialists. Experience using electronic health records, patient portals, healthcare management systems, or telephone outreach platforms. Familiarity with systems such as Homecare Homebase, WellSky, AxisCare, Axxess, AlayaCare, MatrixCare, or similar platforms. Knowledge of HIPAA, patient confidentiality, and healthcare documentation requirements. Previous remote healthcare Virtual Assistant experience. Training and Performance Expectations All Virtual Assistants undergo structured onboarding and role-based training. Client-specific systems, workflows, escalation procedures, and documentation standards are taught during onboarding. Ongoing coaching, quality reviews, and performance feedback are part of the role. Success is measured through chart-review accuracy, correct routing, documentation quality, timely escalation, reliability, and adherence to process. An initial productivity target may be approximately 25 to 40 completed chart reviews per workday, depending on chart complexity, outreach responsibilities, and client requirements. Quality and patient safety take priority over chart volume. Scope and Limitations The Chart Scrub Virtual Assistant works under established client workflows and the supervision of designated clinical or administrative leadership. This position may review records, collect information, perform approved outreach, coordinate appointments, and route concerns. The VA may not: Diagnose medical conditions. Independently determine whether symptoms are clinically stable. Interpret laboratory or diagnostic results for patients. Recommend, prescribe, or change medications. Provide treatment instructions outside approved scripts or protocols. Independently decide that an urgent concern can wait. Close an unresolved clinical issue without appropriate escalation. Compensation and Benefits Ascension Business Solutions offers a structured, long-term employment opportunity designed to support stability, growth, and professional development. Competitive compensation based on experience and role alignment Paid training and structured onboarding Fully remote work setup Company-issued laptop and noise-canceling headset, subject to role and eligibility guidelines HMO health coverage, subject to company eligibility requirements Performance-based annual salary increases Paid Time Off to support work-life balance and well-being Retention bonus for long-term team members Referral bonus program Performance bonuses and incentive programs available upon reaching six months of tenure Why Join Ascension Business Solutions? You are backed by a company and supported by an established team. Clear SOPs, documentation standards, and escalation support. Long-term stability with opportunities for professional growth and role mobility. Structured training, coaching, and performance management. A values-driven culture guided by Love, Support, and Excellence . Disclaimer: Responsibilities may evolve based on business needs and client assignments. Independent Contractor Engagement is at will. How to Apply Complete the Application Form and include the following: Vocaroo introduction link Updated resume Device specifications screenshot Internet speed test result ⚠️ Incomplete applications may not be processed.