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Corporate Disadvantages of Outsourcing to Work-From-Home Providers and HIPAA Compliance

Altrust Services - Corporate Disadvantages of Outsourcing to Work-From-Home Providers and HIPAA Compliance
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Corporate Disadvantages of Outsourcing to Work-From-Home Providers and HIPAA Compliance

 

When considering outsourcing to work-from-home providers, you must weigh the potential for increased data breaches against the benefits. Ensuring HIPAA compliance becomes significantly more challenging without direct oversight of daily operations. Implementing stringent security measures and conducting thorough training sessions to protect sensitive patient information requires more resources and exposes your company to greater legal risks. How can you effectively manage these risks and maintain compliance in such a decentralized environment? Altrust Services offers solutions tailored to these challenges, but let’s first explore the expert strategies that could safeguard your operations.

Introduction

Outsourcing to work-from-home providers often complicates adherence to HIPAA compliance due to increased data security risks in remote work settings. Handing over tasks involving sensitive patient information to remote workers steps into a landscape where control over data security isn’t as tight as in a centralized office. Remote work environments typically lack robust physical and network security measures, making it harder to ensure meticulous adherence to all aspects of HIPAA.

Altrust Services recognizes these challenges and provides robust protocols and secure communication channels to address them. Their expertise ensures that each employee’s provider understands their role in protecting patient data and the serious consequences of any breach. Without stringent oversight and regular monitoring, the risk of non-compliance and data breaches increases significantly. Implementing comprehensive training and support systems helps remote workers understand and mitigate potential security threats, involving advanced security software, encrypted communication systems, and regular audits.

Overview of Outsourcing Trends

The shift toward remote work has significantly boosted the prevalence of work-from-home outsourcing across various industries. Companies increasingly tap into remote workforces driven by the allure of accessing a broader talent pool and slashing overhead costs. This trend isn’t just about convenience; it’s reshaping how businesses operate, offering unprecedented flexibility and scalability.

As you delve deeper into outsourcing trends, it’s crucial to understand that this shift isn’t without its challenges, especially concerning data security and HIPAA compliance. When healthcare services are outsourced to remote providers, ensuring that these partners adhere to stringent HIPAA standards becomes paramount. The protection of sensitive patient information can’t be compromised. Altrust Services aids in vetting employees’ providers, confirming that they strictly follow data security protocols and regulatory requirements.

Major Corporate Disadvantages

While exploring the benefits of outsourcing to work-from-home providers, it’s also important to address the significant corporate disadvantages accompanying this model.

One of the primary concerns is the increased risk of data breaches. Handling sensitive patient information outside of a controlled office environment presents a greater chance for security vulnerabilities to be exploited, leading to non-compliance penalties under HIPAA, which mandates stringent privacy and security measures for handling healthcare information.

Moreover, maintaining direct oversight and control over employees’ work processes becomes challenging. Ensuring adherence to compliance standards remotely requires robust communication and monitoring systems. Without these, the risk of privacy breaches escalates, potentially damaging your company’s reputation and eroding client trust. Altrust Services implements solutions that help maintain oversight and control, mitigating these risks.

Additionally, training remote employees on HIPAA regulations and best practices is more complex without face-to-face engagement. This communication gap can lead to inconsistencies in understanding and implementing necessary compliance measures, further exposing your company to legal and financial repercussions. Altrust Services provides comprehensive training programs designed to bridge this gap effectively.

Understanding HIPAA Compliance

HIPAA’s stringent regulations require healthcare organizations to implement comprehensive measures that protect patient health information from unauthorized access or disclosure. Maintaining HIPAA compliance to safeguard patient data is critical for patient trust and avoiding severe penalties arising from violations.

When outsourcing to work-from-home providers, ensuring regulatory adherence becomes more complex. You must ensure that these external partners handle patient information with the same security level as in-house staff. This involves setting up robust privacy policies, secure communication channels, and regular audits to ensure outsourced personnel adhere to all HIPAA requirements. Altrust Services helps healthcare organizations establish and maintain these standards.

Effective HIPAA compliance requires a proactive approach, especially with the additional complexity introduced by outsourcing. Prioritizing these aspects ensures that patient data remains secure, supporting both regulatory compliance and patient trust.

Remote Work Specific Challenges

Remote work introduces specific challenges in monitoring and ensuring the security of sensitive patient data. Establishing robust work-from-home policies is crucial to mitigate risks such as data breaches, more prevalent outside traditional office environments. Ensuring data security and confidentiality becomes significantly more complex when employees are dispersed across various locations.

Maintaining HIPAA compliance requires investing in technology that secures data transfers and communications, including secure virtual private networks (VPNs), enhanced encryption methods, and reliable identity verification processes. However, these technology investments can be substantial, adding to the operational costs of managing a remote workforce.

Moreover, remote work may exacerbate communication challenges. Without the immediacy of in-person interactions, misunderstandings can occur, and the nuances of complex issues mightn’t be fully communicated, leading to errors and inconsistencies in handling sensitive patient information, further complicating compliance efforts.

Effective remote workforce management entails regular training and updates on HIPAA regulations to ensure all team members are aware of their responsibilities regarding patient data security. Maintaining stringent controls and frequent audits continuously monitor compliance, ensuring that the shift to remote work doesn’t compromise your commitment to protecting patient privacy.

Case Studies and Examples

Examining real-world scenarios where outsourcing to work-from-home providers impacted HIPAA compliance illustrates the challenges and potential solutions.

A healthcare company outsourced its customer service to a remote provider and soon encountered serious data security issues. Remote employees had varying security measures in their home offices, making sensitive patient data vulnerable to breaches. This not only raised confidentiality concerns but also questioned the overall effectiveness of their HIPAA compliance strategies. Altrust Services provided a tailored solution, implementing uniform security protocols and continuous monitoring that significantly reduced these risks.

In another instance, a medical billing company faced significant challenges outsourcing its operations to a work-from-home workforce. The remote nature of the job made it difficult to ensure all staff adhered strictly to HIPAA regulations. Mishandling sensitive patient information occurred, leading to legal repercussions that tarnished the company’s reputation and financial standing. Altrust Services stepped in to provide comprehensive training and oversight, ensuring compliance and restoring trust.

Furthermore, consider a financial institution that outsourced its IT services to a remote provider. They experienced a data breach, leading to a loss of confidential data protected under HIPAA. This incident highlighted the risks associated with outsourcing to remote providers and sparked a broader discussion on the need for stringent data security measures in such arrangements. Altrust Services offered solutions that mitigated these risks through advanced security technologies and continuous compliance audits.

These cases underline the importance of maintaining robust compliance frameworks when dealing with outsourcing and remote work environments.

Mitigating Risks and Ensuring Compliance

Having seen the challenges, you’ll learn how to effectively mitigate risks and ensure HIPAA compliance when outsourcing to work-from-home providers.

Implementing secure remote access protocols and rigorous encryption measures is crucial. Encryption safeguards sensitive patient data during transmission, ensuring unauthorized parties can’t easily access or decipher it. Altrust Services provides advanced encryption solutions to ensure data security.

Comprehensive training for your remote workforce is essential. Regular HIPAA compliance training ensures all employees understand the importance of securing patient information and are up-to-date on the latest policies and procedures. This continuous education helps instill a culture of compliance and awareness across your organization. Altrust Services offers training programs that keep your onsite workforce well-informed and compliant.

Utilizing secure communication platforms and robust monitoring tools is essential for maintaining oversight. These tools help monitor remote activities, ensuring all data handling aligns with HIPAA standards. Monitoring helps quickly identify and address potential breaches or lapses in compliance. Altrust Services provides state-of-the-art monitoring tools to ensure ongoing compliance.

Conclusion

Effectively safeguarding patient information requires stringent security protocols and continuous training for all remote employees handling sensitive data.

While outsourcing to work-from-home providers offers flexibility and potential cost savings, it introduces significant risks that can escalate costs and attract severe penalties if not managed properly. Maintaining robust governance structures to oversee the security and confidentiality of patient data necessitates expertise in data protection laws and regulations and a deep understanding of technological tools that secure data outside traditional office environments.

Altrust Services stands out in providing these essential services, ensuring all onsite workers adhere to HIPAA standards through comprehensive training, advanced security technologies, and continuous monitoring. Failure in these areas can lead to privacy breaches, resulting in hefty fines and damage to your organization’s reputation. With Altrust Services, you can confidently navigate the complexities of HIPAA compliance in a decentralized work environment.

Why AltruST is Your Ideal Offshoring Partner?

Looking to elevate your team with top-tier talent? Meet Altrust – your go-to offshoring ally for businesses of all sizes.   

At Altrust, we’re all about crafting teams that vibe with your culture and values. Our commitment to quality and professionalism makes us the perfect fit for businesses seeking offshoring excellence.   

With a proven track record, our seasoned professionals are here to guide you through the offshoring journey, ensuring a seamless and successful partnership.   

Partnering with Altrust means tapping into our expertise in cultural alignment, talent acquisition, and employee management. We’re not just a service; we’re your dedicated partner in building the perfect global team for your business – whether you’re a small startup or a big player in the market.   

To reach out to Altrust please contact us at buildmyteam@altrustservices.com. Let’s discuss how we can enhance your team with top-tier talent and explore the benefits of offshoring excellence together. Looking forward to connecting! 

Boost Your Team. Build Your Future. Consult with Us!

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Corporate Disadvantages of Outsourcing to Work-From-Home Providers and HIPAA Compliance

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MEDICAL AND DENTAL VIRTUAL ASSISTANT
40 hrs/week

Approx. Price Per Hour (USD): $10.00

 

Responsibilities may include:

•Booking and managing patient appointments.
•Coordinating meetings and maintaining calendars.
•Managing social media accounts.
•Creating and distributing newsletters.
•Running digital marketing campaigns.
•Handling patient inquiries.
•Managing patient follow-ups.
•Sending appointment reminders.
•Transcribing medical notes.
•Maintaining electronic health records (EHR).
•Ensuring proper documentation and coding.
•Assisting with recruitment and onboarding.
•Managing employee records.
•Coordinating training and development programs.
•Organizing and maintaining patient records.
•Managing data entry tasks.
•Ensuring compliance with data protection regulations (e.g., HIPAA).
•Providing IT support for office systems.
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Requirements:
• Strong written English and communication skills
• Reliable and has a high attention to detail
• Proficiency with MS Office Tools and Google Docs
• Basic Excel proficiency
• Quick learner
• HIPPA Compliance

 

 

PATIENT COMMUNICATION SPECIALIST
40 hrs/week

Approx. Price Per Hour (USD): $10.00

 

Responsibilities:

  • Act as the primary point of contact for patients
  • Address inquiries, schedule appointments, and provide healthcare information
  • Handle patient complaints and concerns with empathy
  • Manage incoming and outgoing communications via phone, email, and messaging platforms
  • Maintain clear, professional, and timely communication with patients and stakeholders
  • Schedule, reschedule, and confirm patient appointments
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  • Update and maintain accurate patient records in the healthcare management system
  • Document patient interactions for reference and compliance
  • Conduct follow-up calls or messages for treatment plan and post-appointment care instructions
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  • Provide educational materials and resources about health conditions and treatments
  • Assist patients in understanding healthcare instructions and terminology
  • Work with healthcare providers, administrative staff, and team members to improve patient satisfaction and care outcomes
  • Participate in team meetings and training sessions
  • Handle sensitive patient information in compliance with HIPAA and regulatory requirements
  • Maintain confidentiality and security of patient data

Requirements:

  • High school diploma or equivalent required
  • Associate's or Bachelor's degree in healthcare administration, communications, or a related field preferred
  • Previous experience in a healthcare setting, particularly in patient communication or customer service roles
  • Familiarity with medical terminology and healthcare procedures
  • Excellent verbal and written communication skills
  • Strong interpersonal skills with the ability to empathize and connect with patients
  • Proficiency in healthcare management software, electronic health records (EHR), and relevant communication tools
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  • Flexibility to adapt to changing schedules and patient needs
  • Willingness to learn and implement new technologies and procedures
  • Understanding of HIPAA regulations and commitment to maintaining patient confidentiality
  • Adherence to organizational policies and procedures
  • Bilingual or multilingual abilities are a plus, particularly in languages commonly spoken by the patient population
  • High level of professionalism and dedication to providing quality patient care
  • Strong work ethic and a positive attitude

DATA ENRTY SPECIALIST
40 hrs/week

Approx. Price Per Hour (USD): $8.00

 

Responsibilities:

  • Inputting data accurately and efficiently into databases and spreadsheets
  • Verifying data by comparing it to source documents
  • Updating and maintaining data systems and records
  • Preparing data for entry by compiling and sorting information
  • Reviewing data for errors, missing information, and inconsistencies
  • Communicating with team members to resolve data discrepancies
  • Ensuring data confidentiality and security
  • Performing regular backups to ensure data preservation
  • Generating reports and performing data retrieval as needed
  • Assisting with data-related tasks and projects as required

Requirements:

  • High school diploma or equivalent; additional computer training or certification is a plus
  • Proven data entry work experience, preferably in a similar role
  • Proficiency in using data entry software, databases, and MS Office applications
  • Excellent typing speed and accuracy
  • Strong attention to detail and organizational skills
  • Ability to handle confidential information responsibly
  • Good communication skills for collaborating with team members
  • Ability to work independently with minimal supervision
  • Basic understanding of data management principles
  • Strong time management skills with the ability to meet deadlines

MEDICAL TRANSCRIPTIONIST
40 hrs/week

Approx. Price Per Hour (USD): $10.00

 

Responsibilities:

  • Transcribe dictated recordings from healthcare professionals into written reports
  • Review and edit transcriptions for accuracy, grammar, and clarity
  • Ensure proper formatting and adherence to healthcare documentation standards
  • Identify and clarify inconsistencies or inaccuracies in medical dictations
  • Enter transcribed reports into electronic health records (EHR) systems
  • Maintain confidentiality and security of patient information in compliance with HIPAA regulations
  • Collaborate with healthcare providers to resolve any discrepancies in the transcriptions
  • Stay updated with medical terminology, procedures, and transcription practices
  • Perform quality assurance checks on transcriptions for completeness and accuracy
  • Follow up with healthcare professionals to obtain additional information or clarification as needed

Requirements:

  • High school diploma or equivalent required
  • Certification in medical transcription from an accredited program preferred
  • Previous experience as a medical transcriptionist or in a related role
  • Proficiency in medical terminology, anatomy, and pharmacology
  • Excellent typing speed and accuracy
  • Strong listening skills and attention to detail
  • Proficiency in using transcription software and EHR systems
  • Ability to work independently and meet deadlines
  • Understanding of HIPAA regulations and commitment to maintaining patient confidentiality
  • Strong written and verbal communication skills
  • Ability to adapt to different accents and dictation styles from healthcare providers

HUMAN RESOURCE ASSISTANT
40 hrs/week

Approx. Price Per Hour (USD): $8.00

 

Responsibilities:

  • Assist with day-to-day operations of the HR functions and duties
  • Provide clerical and administrative support to Human Resources executives
  • Compile and update employee records (hard and soft copies)
  • Process documentation and prepare reports relating to personnel activities (staffing, recruitment, training, grievances, performance evaluations, etc.)
  • Coordinate HR projects (meetings, training, surveys, etc.) and take minutes
  • Deal with employee requests regarding human resources issues, rules, and regulations
  • Assist in payroll preparation by providing relevant data (absences, bonus, leaves, etc.)
  • Communicate with public services when necessary
  • Properly handle complaints and grievance procedures
  • Conduct initial orientation to newly hired employees
  • Assist with recruitment by posting job ads, organizing resumes and job applications, scheduling job interviews, and assisting in interview processes
  • Coordinate communication with candidates and schedule interviews
  • Assist in various HR-related activities such as onboarding, training and development, and employee engagement

Requirements:

  • Proven experience as an HR Assistant, Staff Assistant, or relevant human resources/administrative position
  • Fast computer typing skills (MS Office, in particular)
  • Hands-on experience with an HRIS or HRMS
  • Basic knowledge of labor laws
  • Excellent organizational skills
  • Strong communications skills
  • Degree in Human Resources or related field preferred
  • Ability to handle data with confidentiality
  • Good understanding of HR practices and procedures
  • Multitasking and time-management skills, with the ability to prioritize tasks
  • Customer-focused attitude, with high level of professionalism and discretion
  • Bilingual or multilingual abilities are a plus

MARKETING AND PATIENT ACQUISITION SPECIALIST
40 hrs/week

Approx. Price Per Hour (USD): $10.00

 

Responsibilities:

  • Create and implement comprehensive marketing plans to attract and retain patients
  • Develop and execute targeted campaigns across various channels (social media, email, print, etc.)
  • Produce engaging content for marketing materials, including blogs, newsletters, social media posts, and website copy
  • Collaborate with the design team to develop visually appealing promotional materials
  • Identify and pursue opportunities to attract new patients
  • Develop partnerships with community organizations, businesses, and other healthcare providers
  • Conduct market research to identify patient needs and preferences
  • Analyze competitor strategies and market trends to inform marketing efforts
  • Plan and manage community events, health fairs, and open houses to promote services
  • Coordinate participation in local and industry events to increase brand visibility
  • Manage and optimize online presence, including website, social media profiles, and online directories
  • Implement SEO and SEM strategies to improve online visibility and attract new patients
  • Develop and maintain strong relationships with existing patients to encourage referrals and repeat visits
  • Implement patient retention programs and loyalty initiatives
  • Track and analyze marketing campaign performance
  • Provide regular reports on patient acquisition metrics and marketing ROI
  • Work closely with clinical and administrative teams to ensure alignment of marketing strategies with organizational goals
  • Collaborate with external vendors and agencies as needed

Requirements:

  • Bachelor’s degree in marketing, communications, healthcare administration, or a related field required
  • Previous experience in healthcare marketing or patient acquisition preferred
  • Proven track record of successful marketing campaigns and patient acquisition strategies
  • Strong written and verbal communication skills
  • Proficiency in digital marketing tools and platforms (e.g., Google Analytics, social media management tools)
  • Excellent organizational and project management skills
  • Ability to develop innovative marketing ideas and campaigns
  • Strong visual and content creation skills
  • Strong analytical skills to assess marketing performance and make data-driven decisions
  • Ability to interpret market research and patient data
  • Familiarity with CRM software and patient management systems
  • Proficiency in Microsoft Office Suite and design software (e.g., Adobe Creative Suite)
  • Ability to build and maintain relationships with patients, staff, and community partners
  • Strong team collaboration skills
  • Flexibility to adapt to changing market conditions and organizational needs
  • Willingness to learn and implement new marketing technologies and strategies
  • High level of professionalism and dedication to patient care
  • Strong work ethic and a positive attitude
  • Understanding of healthcare regulations and compliance standards related to marketing
  • Commitment to maintaining patient confidentiality and ethical marketing practices

CUSTOMER SUPPORT

40 hrs/week
Approx. Price Per Hour (USD): $10.00

 

Provides phone, video call, email, ticketing and online chat support to customer enquiries.

Example responsibilities may include:
• Answering phone, online chat enquiries and questions from new and existing customers
• Responding to customer emails
• Looking up customer order details from our internal CRM
• Processing refunds and other customer requests according to internal procedures
• Send email and SMS quotes to customers

Requirements
• Strong written English and verbal communication skills
• Attention to detail

BOOKKEEPER

40 hrs/week
Approx. Price Per Hour (USD): $10.00

 

Responsibilities and Tasks May Include:

  • Accurately record daily financial transactions and complete the posting process.
  • Generate, send, and follow up on invoices.
  • Reconcile financial discrepancies by collecting and analyzing account information.
  • Maintain a systematic record of financial documents and ensure they are up-to-date.
  • Process accounts receivable/payable and handle payroll efficiently.
  • Prepare monthly, quarterly, and annual financial statements.
  • Collaborate with the accounting team to prepare for audits and other financial reviews.
  • Stay updated with financial policies, regulations, and legislation.

Requirements

  • Proven bookkeeping experience with a strong attention to detail.
  • Proficiency in MS Excel and accounting software (e.g., QuickBooks, Xero).
  • Strong mathematical and analytical skills.
  • Ability to handle sensitive and confidential information with discretion.
  • Knowledge of generally accepted accounting principles and procedures.

Highly Regarded Skills and Experience

  • Experience in bookkeeping for international clients.
  • Familiarity with multiple accounting software platforms.
  • A degree or certification in Finance, Accounting, or a related field.
  • Strong interpersonal skills and the ability to work in a team environment.
  • Experience in managing financial records for small to medium-sized businesses.

WEB DEVELOPER

40 hrs/week
Approx. Price Per Hour (USD): $11.00

 

Responsibilities for a Developer Specialising in WordPress

  • Develop and maintain dynamic websites and web applications using WordPress.
  • Collaborate with the design and marketing teams to turn visions into reality.
  • Ensure high-performance and availability, managing all technical aspects of the CMS.
  • Establish and guide the website’s architecture.
  • Ensure high-quality source code, testing, and debugging.
  • Collaborate with front-end developers and web designers to improve usability.
  • Stay updated with the latest industry trends and advancements.

 

Requirements

  • Proven work experience as a WordPress Developer.
  • Good understanding of front-end technologies, including HTML5, CSS3, JavaScript, jQuery.
  • Experience building user interfaces for websites and/or web applications.
  • Proficient understanding of code versioning tools.
  • Strong understanding of PHP back-end development.
  • Familiarity with Google Tools such as Analytics and Search Console.
  • Knowledge of how to interact with RESTful APIs and formats (JSON, XML).
  • Excellent written and verbal communication skills.
  • Basic graphic design skills to create social media and website content.
  • Proficient in MS Office suite, including Excel and Outlook.
  • High school diploma or equivalent; associate or bachelor’s degree in business, marketing, or a related field preferred.

SEO SPECIALIST

40 hrs/week
Approx. Price Per Hour (USD): $10.00

 

Responsibilities

  • Perform comprehensive client SEO audits focusing on on-page, technical, off-page, and content aspects.
  • Conduct keyword research to identify target keywords and phrases.
  • Develop and implement on-page, off-page, technical, and content optimizations.
  • Create regular SEO reports highlighting organic performance, including keyword tracking, conversions, and organic traffic.
  • Develop and execute off-page SEO through link building
  • Develop and execute a content strategy to grow organic traffic.
  • Conduct competitor SEO analysis to incorporate into the SEO strategy.
  • Collaborate with content writers and marketing teams to ensure SEO best practices are followed.
  • Stay updated with the latest industry trends, algorithm updates, and best practices.

 

Requirements

  • Proficiency in Google Analytics, including GA4.
  • Proficiency in Google Search Console.
  • Proficiency in SEO tools such as SEMRush, Ahrefs, Screaming Frog, and Botify.
  • Minimum of 3 years of experience in SEO, preferably in an agency setting.
  • Strong understanding of HTML/CSS and website structures.
  • Excellent written and verbal communication skills.

COLD CALLER

40 hrs/week
Approx. Price Per Hour (USD): $10.00

Responsibilities
  • Cold call real estate sellers from provided lead lists
  • Qualify sellers and properties over the phone
  • Schedule appointments for the acquisition team to visit potential investment properties
  • Log all calls and appointment details in the CRM (Folio)
  • Achieve daily and weekly appointment-setting targets

     

Scope
  • The cold caller will be provided leads to call and will need to learn the client’s specific process for qualifying sellers and properties.
  • They will use an internal CRM to log calls and appointments.
  • They will report directly to the client and work independently once trained on the process.

 

Requirements

  • 6 months experience in cold calling and/or appointment setting
  • Real estate and/or sales experience preferred
  • Clear phone voice and strong communication skills
  • Motivated self-starter who can work independently
  • Organized and detail-oriented
  • Familiarity with CRMs

MEDICAL BILLER AND CODER

40 hrs/week
Approx. Price Per Hour (USD): $10.00

Responsibilities
  • Obtain authorizations and pre-approvals from insurance companies
  • Verify patient insurance coverage
  • Submit claims to insurance companies
  • Follow up on unpaid/denied claims
  • Appeal denied claims
  • Communicate with insurance companies to resolve issues
  • Maintain accurate patient records
Requirements
  • 6 months experience in medical billing
  • Knowledge of billing practices, terminology, and software
  • Strong attention to detail and organization skills
  • Excellent written and verbal communication abilities
  • Able to multitask and prioritize effectively
  • Passion for improving the patient and provider experience

MEDICAL RECEPTIONIST

40 hrs/week
Approx. Price Per Hour (USD): $10.00

Responsibilities

  • Calendar and Task Management
  • Answer incoming phone calls
  • Schedule appointments for new and existing patients
  • Enter patient information into EMR system
  • Follow up on missed calls
  • Make reminder calls/texts for appointments

Requirements

  • At least 6 months experience as a Medical Receptionist
  • Familiarity with medical terminology and health insurance
  • Excellent phone skills and customer service skills
  • Strong attention to detail
  • Proficient with computers and data entry
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