Specialty/Hybrid Training Coordinator

Job Overview/Summary
The Specialty/Hybrid Training Coordinator plays a critical role in the SME team by leading workflow instruction, learner coaching, skills evaluation, and content development for specialty-track roles that blend Health Education and Medical Administrative functions.
This role prepares virtual assistants to support clinics in hybrid capacities, combining patient education, care coordination, documentation, outreach, and administrative support. This person ensures learners can confidently handle patient-facing education tasks while executing accurate medical administrative workflows aligned with clinic protocols.
Flexibility is essential. The role supports both entry-level and experienced learners, adapts to varying clinic models and specialty workflows, and contributes to retraining cancelled VAs re-entering the system. The role bridges specialty clinic workflows with performance validation to build a deployment-ready specialty-track talent bench.
Responsibilities and Duties
Content & Curriculum Support (30%)
Support development of micro-modules covering health education fundamentals, care coordination workflows, documentation standards, and administrative best practices
Recommend updates based on specialty clinic needs, learner performance trends, and workflow changes

Instruction & Training Delivery (20%)
Teach specialty-track workflows combining health education, care coordination, and medical administrative support
Lead live and recorded training sessions focused on patient education, outreach, documentation, and administrative workflow accuracy
Facilitate mock scenarios simulating patient education calls, follow-ups, care coordination, and administrative tasks
Train learners on handling patient outreach, education scripting, referrals, documentation, and internal coordination

Evaluation & Performance Assessment (20%)
Conduct Skills Evaluation Interviews (SEIs) to assess communication skills, clinical understanding, system navigation, and workflow accuracy
Track learner progress via Salesforce, TalentLMS, and specialty-track–specific checklists
Lead recovery training sessions for cancelled VAs based on skill gaps in education or administrative tasks
Deliver structured feedback and escalate retraining needs as required

Learner Support & Technical Guidance (15%)
Respond to learner questions on patient education topics, outreach workflows, documentation requirements, and coordination processes
Coach learners on tone, clarity, empathy, and accuracy in patient-facing education and follow-ups
Identify common misunderstandings and coordinate content updates with the SME Lead

Compliance & Documentation (15%)
Reinforce HIPAA compliance and appropriate boundaries in patient education and administrative communication
Teach accurate documentation in EHR systems, care coordination notes, and outreach records aligned with clinic standards
Qualifications and Skills:
Minimum 3 years of experience in a health education, care coordination, medical administrative, or similar specialty healthcare role in a U.S.-based setting
Strong working knowledge of patient education workflows, care coordination, medical documentation, and administrative support processes
Prior experience training, onboarding, coaching, or mentoring others is highly preferred
Confident in leading live training sessions, mock scenario walkthroughs, and Skills Evaluation Interviews (SEIs)
Familiarity with U.S. EHR / Practice Management systems (e.g., Athenahealth, Epic, eClinicalWorks, CareCloud)
Working knowledge of TalentLMS, Salesforce, Canva, Calendly, and G Suite applications
Solid understanding of HIPAA compliance, PHI handling, and documentation standards
Strong communication skills with emphasis on clarity, empathy, patient education, and accuracy
Ability to adapt training based on clinic specialty, learner skill levels, and system or workflow changes
Top 5 Non-Negotiable
Proven experience in a hybrid healthcare role involving patient education, care coordination, or medical administrative support
Strong system fluency in EHRs and documentation workflows, with the ability to teach processes clearly
Experience onboarding, training, or coaching VAs or healthcare staff
Ability to develop, deliver, and update training content based on specialty workflows and learner needs
Clear, professional, and empathetic communication skills for patient education and internal coordination
A day in the life
Host a live training session on different medical workflows combining patient education and medical administrative tasks
Conduct a Skills Evaluation Interview (SEI) to assess a VA’s communication, system fluency, and workflow accuracy
Review updated specialty clinic protocols or education guidelines and adjust training materials or modules as needed
Respond to real-time team questions on patient education scenarios, outreach workflows, and documentation standards
Update TalentLMS modules with refreshed steps for education calls, care coordination, documentation, or administrative processes
Track and document VA learning progress and performance using Salesforce and internal tracking sheets
Meet with the SME Lead to review flagged errors, feedback trends, and upcoming training priorities
Build mock specialty-track scenarios to simulate patient education calls, follow-ups, referrals, and coordination tasks
Review learner feedback from recent sessions and design targeted follow-up coaching or refreshers
Prepare new or revised training content based on workflow changes, system updates, or recurring learner gaps