Virtual Patient Operations Coordinator — Remote (AthenaOne Experience Required)
Virtual Patient Operations Coordinator — Remote (AthenaOne Experience Required)
Gracey Care | AI-First Virtual Healthcare Practice | Remote (US-based, Arizona MST hours) | Part-Time, 20–30 hrs/week | $20.00/hour | 1099 Contractor
ABOUT GRACEY CARE
Gracey Care is an AI-first virtual clinic for seniors 65+ aging at home. We partner with home care agencies and senior living facilities to provide Medicare-reimbursed clinical oversight — chronic care management, medication reconciliation, and multi-specialist coordination. Our service is a caregiver initiative: we take on the clinical coordination that caregivers and families would otherwise have to manage themselves — scheduling across multiple specialists, tracking medications, following up on lab results, and making sure every provider is on the same page. By handling all of that, we reduce caregiver stress and let them focus on what matters most: being present with their loved one.
AI is at the core of how we operate — every team member uses AI tools like Claude daily to draft patient communications, automate workflows, build internal tools, and solve problems faster. If you're excited about using AI to work smarter, not harder, you'll fit right in. If you've never used AI tools in a work setting, this role is probably not the right fit.
POSITION SUMMARY
This is a remote, part-time role responsible for patient scheduling, insurance verification, billing coordination, consent form management, and front-line communication with patients, caregivers, and families. You must have hands-on experience using AthenaOne — including scheduling appointments, performing the full check-in and check-out process, verifying insurance eligibility, and communicating with patients and caregivers directly through the platform. This position also requires a strong understanding of Medicare patient cost-sharing — including how to determine copays, deductibles, coinsurance, and cost-of-share amounts — and the ability to clearly explain these to patients and families. You will be the first voice patients and caregivers hear and the operational backbone that keeps the clinic running smoothly. As an AI-first practice, you will be expected to use AI tools daily as part of your standard workflow — not as an occasional shortcut, but as a core part of how you work. This role is roughly Execute (~70%) / Improve (~30%) — you'll run the day-to-day, but we also expect you to spot bottlenecks, propose better workflows, and help us build a smarter operation over time.
KEY RESPONSIBILITIES
Patient & Caregiver Communication: Proactively reach out to patients, caregivers, and family members/POA via phone and text. Answer inbound calls and follow up on leads (Facebook, website, referrals). Build rapport with caregivers and families to support enrollment and ongoing engagement.
Appointment Scheduling in AthenaOne: Schedule, reschedule, and manage patient appointments directly in AthenaOne. Send telehealth meeting links to patients and family/POA through AthenaOne and follow up on missed or no-show appointments.
Patient Check-In & Check-Out in AthenaOne: Perform the full check-in process in AthenaOne — confirming patient demographics, verifying insurance, collecting copays/cost-shares, and ensuring all required documentation is in place before the visit.
Insurance Verification via Multiple Portals: Verify patient insurance eligibility directly in AthenaOne. Use the Noridian Medicare Part B portal to confirm Medicare coverage, the Arizona Medicaid (AHCCCS) portal for Medicaid/dual-eligible patients, and Availity for additional payer eligibility checks. Confirm whether patients have Original Medicare vs. Medicare Advantage and document findings in AthenaOne.
Consent Form Management: Prepare, send, and track patient consent forms using Adobe Acrobat (e-signatures). Ensure completed consent forms are uploaded to the patient's chart in AthenaOne.
Patient Billing & Cost-Share Determination: Determine and calculate the 20% coinsurance under Medicare Part B, deductibles, copays, and cost-of-share amounts for each patient. Collect patient cost-shares and process self-pay patient payments ($289/month) via Stripe payment links. Clearly explain billing breakdowns to patients and families using approved scripts.
Billing Code Awareness: Understand Gracey's PIN, CCM, TCM, and established/new patient office visit CPT codes to accurately determine what patients owe and answer patient billing questions.
CRM & Front Desk SOP Compliance: Follow Gracey's Front Desk Policy and CRM Standard Operating Procedures for patient intake, enrollment, escalation, and documentation.
Care Coordination Support: Coordinate with care managers and clinical staff. Relay patient and caregiver observations and concerns to the appropriate team member per Gracey's escalation protocol.
Workflow Improvement: Identify bottlenecks and inefficiencies in scheduling, verification, or patient communication workflows. Propose and help implement improvements — you're not just running the process, you're making it better.
Knowledge Base Maintenance: Help keep front desk SOPs, scripts, and reference documents current. When you find something outdated or missing, flag it and help fix it.
AI-Powered Daily Operations: Use Claude and other AI tools every day to draft patient communications, create scripts, automate repetitive tasks, summarize information, and find faster ways to get things done. AI isn't optional here — it's how we work.
BILLING KNOWLEDGE REQUIRED
You must be familiar with the following service categories and CPT codes used at Gracey Care:
Principal Illness Navigation (PIN) — G0023, G0024 Chronic Care Management (CCM) — 99490, 99439, 99491, 99437 Transitional Care Management (TCM) — 99495, 99496 Established Patient Office Visits — 99211, 99212, 99213, 99214, 99215 New Patient Office Visits — 99202, 99203, 99204, 99205
REQUIRED QUALIFICATIONS
• 2+ years of remote front desk or medical receptionist experience in a healthcare setting
• Hands-on experience with AthenaOne is required — you must know how to schedule appointments, perform patient check-in and check-out, verify insurance eligibility, send patient messages, and navigate the platform confidently from day one
• Experience verifying insurance eligibility using payer portals — including the Noridian Medicare Part B portal, Availity, and/or state Medicaid portals (AHCCCS experience preferred)
• Experience communicating directly with patients, caregivers, and families — including outbound outreach calls, appointment reminders, and billing explanations
• Understanding of Medicare Part B coinsurance (20%), deductibles, and cost-sharing — ability to calculate and explain to patients
• Familiarity with medical billing CPT codes for PIN, CCM, TCM, and established/new patient office visits
• Proficiency with Google Drive, Microsoft Excel, Slack, and Zoom Workplace
• Must be comfortable using AI tools daily (e.g., Claude, ChatGPT) — this is an AI-first company and AI is built into every part of our workflow. You will use AI every day to draft communications, automate tasks, and solve problems. Candidates who are not comfortable with AI will not succeed in this role.
• Strong multitasking ability — managing phones, scheduling, insurance verification, and billing simultaneously
• Excellent verbal and written communication skills, comfortable explaining billing and clinical program details to seniors, caregivers, and family members
• HIPAA compliance awareness and commitment to patient privacy
• Must be available to work Arizona hours (MST) — core hours align with Mountain Standard Time
• Must have a functioning Mac laptop — our AI tools run exclusively on Mac devices. We do not provide computers.
STRONG PLUSES
• Experience with Adobe Acrobat for e-signature consent forms and Spruce for secure patient messaging
• Working knowledge of the Arizona Medicaid (AHCCCS) portal
• Experience processing patient payments via Stripe
• Experience working in a virtual/telehealth clinic environment
• Bilingual (English/Spanish) is a plus
TOOLS YOU'LL WORK WITH
Daily: Slack, Zoom Workplace, Google Drive, Microsoft Excel, AI Tools (Claude, ChatGPT) Clinical/Billing: AthenaOne (EMR), Spruce, Adobe Acrobat, Stripe Insurance Portals: Noridian Medicare Part B, Arizona Medicaid (AHCCCS), Availity
COMPENSATION
$20.00/hour | 1099 Independent Contractor | 20–30 hours/week (Arizona MST) Must be available during Arizona business hours (Mountain Standard Time). This is a 1099 independent contractor position with no PTO or benefits. Must have your own Mac laptop (not provided). Hours submitted weekly for manager approval.
HOW TO APPLY
Submit your resume and a brief cover letter through Indeed. In your cover letter, describe your experience using AthenaOne — specifically scheduling, check-in/check-out, and insurance verification — and tell us a specific example of how you've used AI to make your work faster. Selected candidates will complete a short AI-based Loom video assessment before being invited to a live virtual interview via Zoom.
Gracey Care is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment.
www.graceycare.com | 623-226-4953
Pay: $20.00 per hour
Expected hours: 25.0 per week
Work Location: Remote
Apply Now
Apply Now
Gracey Care | AI-First Virtual Healthcare Practice | Remote (US-based, Arizona MST hours) | Part-Time, 20–30 hrs/week | $20.00/hour | 1099 Contractor
ABOUT GRACEY CARE
Gracey Care is an AI-first virtual clinic for seniors 65+ aging at home. We partner with home care agencies and senior living facilities to provide Medicare-reimbursed clinical oversight — chronic care management, medication reconciliation, and multi-specialist coordination. Our service is a caregiver initiative: we take on the clinical coordination that caregivers and families would otherwise have to manage themselves — scheduling across multiple specialists, tracking medications, following up on lab results, and making sure every provider is on the same page. By handling all of that, we reduce caregiver stress and let them focus on what matters most: being present with their loved one.
AI is at the core of how we operate — every team member uses AI tools like Claude daily to draft patient communications, automate workflows, build internal tools, and solve problems faster. If you're excited about using AI to work smarter, not harder, you'll fit right in. If you've never used AI tools in a work setting, this role is probably not the right fit.
POSITION SUMMARY
This is a remote, part-time role responsible for patient scheduling, insurance verification, billing coordination, consent form management, and front-line communication with patients, caregivers, and families. You must have hands-on experience using AthenaOne — including scheduling appointments, performing the full check-in and check-out process, verifying insurance eligibility, and communicating with patients and caregivers directly through the platform. This position also requires a strong understanding of Medicare patient cost-sharing — including how to determine copays, deductibles, coinsurance, and cost-of-share amounts — and the ability to clearly explain these to patients and families. You will be the first voice patients and caregivers hear and the operational backbone that keeps the clinic running smoothly. As an AI-first practice, you will be expected to use AI tools daily as part of your standard workflow — not as an occasional shortcut, but as a core part of how you work. This role is roughly Execute (~70%) / Improve (~30%) — you'll run the day-to-day, but we also expect you to spot bottlenecks, propose better workflows, and help us build a smarter operation over time.
KEY RESPONSIBILITIES
Patient & Caregiver Communication: Proactively reach out to patients, caregivers, and family members/POA via phone and text. Answer inbound calls and follow up on leads (Facebook, website, referrals). Build rapport with caregivers and families to support enrollment and ongoing engagement.
Appointment Scheduling in AthenaOne: Schedule, reschedule, and manage patient appointments directly in AthenaOne. Send telehealth meeting links to patients and family/POA through AthenaOne and follow up on missed or no-show appointments.
Patient Check-In & Check-Out in AthenaOne: Perform the full check-in process in AthenaOne — confirming patient demographics, verifying insurance, collecting copays/cost-shares, and ensuring all required documentation is in place before the visit.
Insurance Verification via Multiple Portals: Verify patient insurance eligibility directly in AthenaOne. Use the Noridian Medicare Part B portal to confirm Medicare coverage, the Arizona Medicaid (AHCCCS) portal for Medicaid/dual-eligible patients, and Availity for additional payer eligibility checks. Confirm whether patients have Original Medicare vs. Medicare Advantage and document findings in AthenaOne.
Consent Form Management: Prepare, send, and track patient consent forms using Adobe Acrobat (e-signatures). Ensure completed consent forms are uploaded to the patient's chart in AthenaOne.
Patient Billing & Cost-Share Determination: Determine and calculate the 20% coinsurance under Medicare Part B, deductibles, copays, and cost-of-share amounts for each patient. Collect patient cost-shares and process self-pay patient payments ($289/month) via Stripe payment links. Clearly explain billing breakdowns to patients and families using approved scripts.
Billing Code Awareness: Understand Gracey's PIN, CCM, TCM, and established/new patient office visit CPT codes to accurately determine what patients owe and answer patient billing questions.
CRM & Front Desk SOP Compliance: Follow Gracey's Front Desk Policy and CRM Standard Operating Procedures for patient intake, enrollment, escalation, and documentation.
Care Coordination Support: Coordinate with care managers and clinical staff. Relay patient and caregiver observations and concerns to the appropriate team member per Gracey's escalation protocol.
Workflow Improvement: Identify bottlenecks and inefficiencies in scheduling, verification, or patient communication workflows. Propose and help implement improvements — you're not just running the process, you're making it better.
Knowledge Base Maintenance: Help keep front desk SOPs, scripts, and reference documents current. When you find something outdated or missing, flag it and help fix it.
AI-Powered Daily Operations: Use Claude and other AI tools every day to draft patient communications, create scripts, automate repetitive tasks, summarize information, and find faster ways to get things done. AI isn't optional here — it's how we work.
BILLING KNOWLEDGE REQUIRED
You must be familiar with the following service categories and CPT codes used at Gracey Care:
Principal Illness Navigation (PIN) — G0023, G0024 Chronic Care Management (CCM) — 99490, 99439, 99491, 99437 Transitional Care Management (TCM) — 99495, 99496 Established Patient Office Visits — 99211, 99212, 99213, 99214, 99215 New Patient Office Visits — 99202, 99203, 99204, 99205
REQUIRED QUALIFICATIONS
• 2+ years of remote front desk or medical receptionist experience in a healthcare setting
• Hands-on experience with AthenaOne is required — you must know how to schedule appointments, perform patient check-in and check-out, verify insurance eligibility, send patient messages, and navigate the platform confidently from day one
• Experience verifying insurance eligibility using payer portals — including the Noridian Medicare Part B portal, Availity, and/or state Medicaid portals (AHCCCS experience preferred)
• Experience communicating directly with patients, caregivers, and families — including outbound outreach calls, appointment reminders, and billing explanations
• Understanding of Medicare Part B coinsurance (20%), deductibles, and cost-sharing — ability to calculate and explain to patients
• Familiarity with medical billing CPT codes for PIN, CCM, TCM, and established/new patient office visits
• Proficiency with Google Drive, Microsoft Excel, Slack, and Zoom Workplace
• Must be comfortable using AI tools daily (e.g., Claude, ChatGPT) — this is an AI-first company and AI is built into every part of our workflow. You will use AI every day to draft communications, automate tasks, and solve problems. Candidates who are not comfortable with AI will not succeed in this role.
• Strong multitasking ability — managing phones, scheduling, insurance verification, and billing simultaneously
• Excellent verbal and written communication skills, comfortable explaining billing and clinical program details to seniors, caregivers, and family members
• HIPAA compliance awareness and commitment to patient privacy
• Must be available to work Arizona hours (MST) — core hours align with Mountain Standard Time
• Must have a functioning Mac laptop — our AI tools run exclusively on Mac devices. We do not provide computers.
STRONG PLUSES
• Experience with Adobe Acrobat for e-signature consent forms and Spruce for secure patient messaging
• Working knowledge of the Arizona Medicaid (AHCCCS) portal
• Experience processing patient payments via Stripe
• Experience working in a virtual/telehealth clinic environment
• Bilingual (English/Spanish) is a plus
TOOLS YOU'LL WORK WITH
Daily: Slack, Zoom Workplace, Google Drive, Microsoft Excel, AI Tools (Claude, ChatGPT) Clinical/Billing: AthenaOne (EMR), Spruce, Adobe Acrobat, Stripe Insurance Portals: Noridian Medicare Part B, Arizona Medicaid (AHCCCS), Availity
COMPENSATION
$20.00/hour | 1099 Independent Contractor | 20–30 hours/week (Arizona MST) Must be available during Arizona business hours (Mountain Standard Time). This is a 1099 independent contractor position with no PTO or benefits. Must have your own Mac laptop (not provided). Hours submitted weekly for manager approval.
HOW TO APPLY
Submit your resume and a brief cover letter through Indeed. In your cover letter, describe your experience using AthenaOne — specifically scheduling, check-in/check-out, and insurance verification — and tell us a specific example of how you've used AI to make your work faster. Selected candidates will complete a short AI-based Loom video assessment before being invited to a live virtual interview via Zoom.
Gracey Care is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment.
www.graceycare.com | 623-226-4953
Pay: $20.00 per hour
Expected hours: 25.0 per week
Work Location: Remote
Apply Now
Apply Now