Virtual Medical Receptionist & Radiology Scheduler

We are seeking a highly articulate, professional, and experienced Virtual Medical Receptionist & Radiology Scheduler to support our busy radiology practice. In this high-impact, patient- and provider-facing position, your core mission will be to serve as the primary phone handler—eliminating front-desk interruptions, answering inquiries from patients and referring physicians, booking imaging procedures, and executing systematic no-show follow-up outreach.

The ideal candidate possesses 3+ years of medical virtual assistant experience, specialized expertise in radiology scheduling workflows (X-rays, CT, MRI, Ultrasound, Mammography), and elite, accent-neutral spoken English. You must be comfortable working within eRAD RIS/PACS (or a comparable radiology EMR) and handling routed calls via our Spectrum phone network with complete autonomy and exceptional customer service.

Working Environment & Core Schedule

• Role Title: Virtual Medical Receptionist & Radiology Scheduler
• Specialty: Diagnostic Radiology & Medical Imaging
• Status: Full-Time (40 Hours / Week)
• Schedule: Monday – Friday, 8:00 AM – 5:00 PM EST (Eastern Standard Time)
• Core Technology Stack: eRAD RIS/PACS (Primary system; comparable radiology EMRs accepted), Spectrum Phone System (Dedicated VA Extension & Auto-Failover Routing)
• Primary Mission: Phone management, referral triage, radiology procedure scheduling, and no-show recovery

Top 3 Daily Tasks

1. High-Volume Call Management & Referral Triage: Serve as the first-line phone handler for incoming patient calls and referring physician inquiries via Spectrum, keeping front-desk registrars focused on in-person patient registration.
2. Radiology Procedure Scheduling: Schedule, confirm, and optimize complex diagnostic imaging appointments in eRAD RIS/PACS according to modality protocols and provider orders.
3. No-Show Tracking & Patient Rescheduling: Audit daily attendance logs, execute proactive follow-up outreach to patients who missed appointments, and successfully reschedule them to optimize calendar utilization.

Core Responsibilities

Call Management & Reception (~50%)

• Answer incoming calls routed through the practice's Spectrum phone system (via dedicated extension/auto-ring rules) with a warm, professional tone.
• Field inquiries from referring physicians and medical offices regarding order status, prep instructions, or appointment availability.
• Deliver clear, accent-neutral, and easily understandable verbal communication on every interaction.

Radiology Scheduling & EMR Navigation (~30%)

• Schedule diagnostic imaging appointments in eRAD RIS/PACS, ensuring correct modality routing, order attachment, and patient prep instruction delivery.
• Cross-check physician orders against schedule entries to ensure zero registration or scheduling errors.
• Provide remote administrative support to assist the in-office front-desk team during peak volume hours.

No-Show Recovery & Patient Outreach (~20%)

• Run daily system reports to identify patients who missed scheduled imaging appointments.
• Conduct outbound phone outreach to contact no-show patients, answer concerns, and guide them through rescheduling.
• Update patient records in eRAD with clear contact notes and administrative tags.

Requirements

• Medical VA Experience: 3+ years of direct experience as a Medical Virtual Assistant or Medical Receptionist in a U.S. healthcare practice.
• Elite English Communication: Flawless, highly understandable, accent-neutral spoken English with exceptional phone etiquette and patient service skills.
• Proven Phone & Scheduling Mastery: Extensive background managing high call volumes, handling multi-line phone systems, and booking provider schedules.
• Radiology Specialty Experience: Hands-on experience with radiology workflows, diagnostic imaging scheduling (MRI, CT, Ultrasound, X-ray, etc.), and referring provider communication.
• EMR Systems: Hands-on experience with eRAD RIS/PACS or a comparable radiology information system (RIS).
• Schedule Availability: Full availability to work full-time (40 hours/week) during Monday through Friday, 8:00 AM – 5:00 PM EST.
• HIPAA-Compliant Remote Setup: Dedicated, private, quiet home office with a lockable door, high-performance computer (PC/Mac), high-speed internet, backup power/internet solutions, and a noise-canceling headset.

Ideal Candidate Profile

You are an articulate, tech-savvy medical receptionist who understands the fast-paced nature of diagnostic radiology. You pick up eRAD easily, handle phone calls with composure and polish, and take pride in shielding in-office registrars from phone chaos so the entire practice runs smoothly.