Medical Secretary / Family Care Coordinator

Confidential • VIRTUAL OFFICE, US • $30 - $65 / hour • 1d ago

Medical Secretary / Family Care Coordinator

Role Overview

We are seeking a highly organized, compassionate medical secretary / family care coordinator to support our family in managing the medical care, logistics, and long-term planning for our aging parents who also suffer from various illnesses, diseases, or general ailments. This role serves as a central point of communication between physicians, caregivers, and adult family members to ensure accurate information flow, continuity of care, and reduced burden on our parents and ourselves, as well as ensuring accurately, timely and efficient follow up of any required action items to support our parents (Patient) medical journey.

This person will function as a medical advocate, organizer, and translator—ensuring nothing gets lost, missed, or misunderstood.

This current request is to support one (1) Patient, but we anticipate the demand growing to up to five (5) Patients.

Location: Remote. Patients located in Delaware, Colorado, or Texas.

Hourly rate:

• $30–$45/hour for an experienced medical secretary, medical assistant, or care coordinator

• $45–$65+/hour for a registered nurse, geriatric care manager, or highly experienced care coordinator

Monthly retainer (preferred for ongoing coordination):

• $3,000–$5,000 per month, depending on expected hours, appointment attendance, and on-call needs

Mileage reimbursement for travel to appointments

Flexible schedule and remote work

Long-term engagement preferred, with the role evolving as care needs change

Core Responsibilities

Medical Appointment Support & Advocacy

Be the designated secretary for the Family, including the Patient who will have authority to directly communicate and make requests
Attend medical appointments (in person or virtually) with our parent(s) when appropriate – or, if recorded by Patient, transcribe the meeting
Take clear, detailed notes during physician visits, including:
- Diagnoses and changes in condition
- Treatment plans and next steps
- Medication changes
- Risks, warnings, and follow-up instructions
Send summary notes to designated Family members after all appointments
Ask clarifying questions on behalf of the family to ensure full understanding
Confirm physician instructions directly rather than relying on secondhand summaries
Prepare concise written summaries after appointments and share with designated family members
Coordinate any insurance billing issues as identified by the Family or Patient

Family Communication & Coordination

Serve as the single source of truth for medical updates – provide the outbound updates to the select Family members, follow up with medical professionals on any Family questions
Participate alongside the Family in medical updates and path in order to assist with all supporting coordination
Communicate medical information clearly and accurately to adult children/Family members
Reduce miscommunication caused by relaying information through multiple people
Maintain ongoing communication with spouse/caregiver (e.g., our mother) while reducing her administrative burden
Coordinate family discussions around care decisions when appropriate

Medical Records & Documentation Management

Maintain an up-to-date, organized medical record system, including:
- Diagnoses and medical history
- Medication lists and changes
- Physician contact information
- Test results and imaging
- Insurance and authorization documentation
Ensure all relevant providers have updated information
Track care plans across multiple specialists
Maintain and communicate through online Patient portal(s) with hospital(s) and facility(ies)

Medication Management

Drive follow-up and resolution of any medication issues – including, if medication is causing a side-effect, following up with the Dr’s and staying on top of the issue until resolved, including direct communication with Patient to understand the issues
Maintain accurate, current medication lists
Track medication schedules and refill dates
Coordinate prescription refills with pharmacies and physicians
Monitor for potential medication conflicts or issues and flag concerns
Assist with transitions when medications change

Appointment Scheduling & Logistics

Schedule and confirm all medical appointments including physical therapy or third-party therapy services
Coordinate transportation to and from appointments—including pre-scheduled Uber(s)
Track upcoming appointments, tests, and procedures
Ensure follow-up appointments are scheduled and completed
Coordinate with multiple specialists to reduce redundancy and conflicts

Care Planning & Long-Term Support

Monitor progression of conditions and anticipate care needs
Research and recommend:
- In-home care providers
- Visiting nurses or aides
- Physical therapy, occupational therapy, or other support services
Assist with transitions in care as needs increase
Help identify and coordinate end-of-life care resources when appropriate
Support planning for: Palliative or hospice care, Advanced care directives, Funeral or memorial arrangements (when and if needed)

Caregiver Support

• Reduce administrative and emotional burden on primary caregiver(s)

• Act as a buffer between medical systems and the family

• Provide calm, organized support during stressful medical events

• Help the family stay proactive rather than reactive

Qualifications & Experience

• Experience as a medical secretary, health insurance, hospital administration care coordinator, medical assistant, nurse, or geriatric care manager

• Strong understanding of medical terminology and healthcare systems

• Experience working with chronic or neurodegenerative conditions (e.g., Parkinson’s disease) preferred

• Exceptional organizational and documentation skills

• Strong computer skills

• Clear, empathetic communication style