Chart Preparation Specialist

Read Before Applying, This role is NOT a general virtual assistant or scheduling position.

We are specifically hiring for candidates with direct, hands-on chart preparation experience in a U.S. healthcare setting.

If you have not prepared patient charts prior to visits (including verifying referrals, authorizations, and benefits), please do not apply.

We are seeking an experienced Virtual Medical Assistant with a strong background in pre-visit chart preparation and insurance verification to support a high-volume multispecialty clinic.

This role is heavily focused on ensuring patient charts are fully prepared, verified, and complete prior to visits, including referrals, authorizations, benefits, and documentation. Candidates must have hands-on experience in chart prep workflows within a U.S. healthcare setting.

Core Responsibility: Pre-Visit Chart Preparation (Primary Focus)

• Prepare and audit patient charts 24–48 hours prior to appointments
• Ensure completeness of:
• Demographics
• Active insurance
• PCP assignment
• Referrals & authorizations (auth #, validity, visits, POS)
• Identify missing or incorrect documentation and resolve proactively
• Communicate gaps to patients and clinic staff before visit date
• Document all verification steps with reference numbers and notes
• Insurance & Benefits Verification (Supporting Chart Prep)
• Verify eligibility and benefits using portals and outbound calls
• Calculate and communicate patient responsibility using fee schedules
• Flag inactive coverage, COB issues, or auth requirements immediately
• Coordination & Patient Communication
• Notify patients of missing items, financial responsibility, or delays
• Coordinate with PCP offices to obtain referrals
• Ensure add-on patients are fully prepped before being seen

• Minimum Qualifications: Minimum 1–2 years of hands-on chart preparation experience in a U.S. medical practice
• Proven experience preparing charts prior to patient intake (not just data entry or scheduling)

Experience verifying:

• Referrals and authorizations
• Insurance eligibility and benefits
• PCP assignment and coordination of benefits
• Experience using payer portals such as Availity, UHC, Tricare, Cigna, etc.
• Ability to interpret and communicate patient financial responsibility before visits