MedicalVirtual · Dedicated remote support
Scheduling & Recall Coordinator
Keep appointment calendars, hygiene recall lists and surgery scheduling tasks moving. Your coordinator follows the booking rules for each provider, visit type and location.
$8–$12/hour · Part-time or full-time
Latin American talent · Your agreed US working hours
The role, explained
What this role covers
Keep appointment calendars, hygiene recall lists and surgery scheduling tasks moving. Your coordinator follows the booking rules for each provider, visit type and location.
Best suited to: Practices with unworked recall lists, cancellation gaps or complex appointment logistics.
Clear work. Clear handoffs.
What your assistant can take off your team’s list
Choose the workstreams that are falling behind, then agree the process and what a completed task looks like. Your assistant works within the responsibilities and access you approve.
| Workstream | Remote support | Handoff |
|---|---|---|
| Appointment scheduling | Book and reschedule with the correct provider, visit type and appointment length. | A calendar that follows your scheduling rules. |
| Hygiene and routine recall | Contact patients from approved due lists and record responses or preferences. | An updated recall list with bookings and next attempts. |
| Surgery logistics | Coordinate dates, facilities and paperwork specified by the surgical team. | A scheduling checklist with missing items flagged. |
| Waitlists and callbacks | Offer suitable openings and follow up on referral-related booking requests. | Filled slots and an auditable callback record. |
Scope and escalation: Your clinical team sets recall intervals, procedure requirements and readiness for surgery. The assistant does not determine clinical priority or give preparation advice independently.
Works in your systems
Keep the workflow your team already uses
Tell us your EMR or practice-management software, including Tebra, Charm, Edvak, Zenoti or another platform. We assess candidate experience with your actual tools and arrange workflow-specific onboarding. Software familiarity varies by candidate; we do not assume every assistant knows every system.
Provide approved accounts, templates and escalation contacts. Start with a supervised queue and review real task quality before expanding responsibilities.
What to check in the interview
- Experience with the tasks in your actual work queue.
- Clear communication in each required language.
- A practical walkthrough using a de-identified example.
- How the candidate documents exceptions and asks for help.
Coverage that fits the workload
Start part-time or build a full-time seat
MedicalVirtual’s published staffing range is $8–$12/hour. Part-time and full-time schedules are available. If your starting requirement is 15–20 hours a week, share the coverage windows and weekly task volume so we can confirm the right arrangement.
At 20 hours per week, the hourly range works out to $160–$240 per week. This is an hours-times-rate illustration; the agreed quote confirms your scope and schedule.
View pricing →A clear first week
How to get started
- Share the work. Bring task volumes, required hours, software, language needs and the decisions that stay with your team.
- Meet your candidates. Interview for relevant experience and test a realistic, de-identified workflow.
- Prepare access. Complete the agreed contracts, HIPAA training and BAA before patient-data access, then configure individual accounts and permissions.
- Review the first queue. Agree a supervisor, escalation route and daily handoff. Track completed work, corrections and outstanding requests.
Frequently asked questions
Can this include surgery scheduling and dental recall?
Yes, with separate protocols for each workflow. Provide appointment lengths, clinician-approved due lists, facility contacts and escalation rules before work begins.
Can we hire part-time for 15–20 hours a week?
Part-time and full-time schedules are available. Tell us if you need 15–20 hours per week so we can confirm a suitable candidate, agreed coverage windows and the work that fits those hours. Phone coverage is limited to the agreed staffed hours.
How much does this support cost?
MedicalVirtual’s published staffing range is $8–$12 per hour. For illustration, 20 hours a week is $160–$240 per week before any separately agreed items. Your quote confirms the role, hours and candidate requirements.
Can the assistant work in our existing software?
Tell us your EMR or practice-management software, including Tebra, Charm, Edvak, Zenoti or another platform. We assess candidate experience with your actual tools and arrange workflow-specific onboarding. Software familiarity varies by candidate; we do not assume every assistant knows every system.
How do we get started?
Share your workload, language needs, required US hours and systems. Interview matched candidates, confirm the scope and prepare approved access before the first working day.
How is patient information handled?
HIPAA training and a signed BAA are part of preparation before patient-information access. Use individual accounts, appropriate permissions and your approved communication tools. Review the access and data-handling arrangement with your team.