Healthcare Virtual Assistant (Scheduling & Patient Support)

Job Title: Healthcare Virtual Assistant (Scheduling & Patient Support)

Position Type: Full-time

Work Hours: 8:00 AM - 5:00 PM CST

Work Days: Monday – Friday

Salary: $5 – $6 per hour (depending on experience)

Job Code: CD-BBH

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work / Responsibilities

Our Client is looking for a detail-oriented and proactive Virtual Assistant to provide administrative and operational support for a growing U.S.-based healthcare practice. This role plays a critical part in ensuring smooth day-to-day operations, managing patient communications, and keeping scheduling systems organized and accurate.

You will be responsible for supporting patient-facing processes, maintaining organized systems, and helping ensure that no patient inquiries or referrals are missed.

Top 3 Priorities

1. Phone Answering & Call Management

• Answer incoming calls professionally and handle patient inquiries.
• Schedule patient appointments and ensure proper information capture.
• Maintain a professional, empathetic tone when communicating with patients.

2. Scheduling & Calendar Management

• Manage appointments across multiple calendar systems (EClinicWorks and Google Calendar).
• Prevent double bookings and scheduling conflicts.
• Sync calendars across systems to ensure accurate appointment tracking.

3. Referral Management

• Handle incoming patient referrals from multiple sources.
• Contact referral sources when necessary.
• Verify patient insurance information and collect required details.
• Schedule new patient appointments promptly.

Additional Responsibilities

• Assist with prior authorization handling when required.
• Manage patient messaging and form submissions.
• Filter and triage medication refill requests appropriately.
• Perform inbox management, prioritizing urgent messages for the client.
• Send calendar notifications and appointment reminders to patients.
• Provide general administrative support to maintain efficient operations.

Desired Skills, Qualifications & Personality Traits

• Healthcare experience preferred (mental health experience is a plus).
• Excellent patient-facing communication skills with a calm, professional, and empathetic demeanor.
• Strong organizational skills and the ability to manage multiple systems simultaneously.
• High attention to detail to ensure accurate scheduling and patient information management.
• Strong problem-solving skills to handle scheduling conflicts and patient inquiries effectively.
• Proactive mindset—able to anticipate needs rather than waiting for direction.
• Comfortable navigating multiple digital systems and integrations.

Tools & Systems You May Use

• EClinicWorks (Primary EHR system)
• Google Calendar (integrated with other scheduling systems)
• RingCentral phone system

Requirements:
Experience Requirements

• Medical education or degree: Preferred, but not required
• Previous Virtual Assistant experience: Preferred, but not required
• Medical license (doctor, nurse, PT, etc.): Not required

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits:
• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.