Virtual Assistant - Healthcare

Job Title: Virtual Assistant – Healthcare (Physical Therapy Practice)

Job Code: ZPT

Position Type: Part-Time

Work Hours: 8:00 AM - 12:00 PM CST

Work Days: Monday–Friday

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

Workplace: Remote

Preferred Candidate Location: Philippines

Our Client is a growing U.S.-based physical therapy practice seeking a highly organized, patient-focused, and proactive Virtual Assistant to become the dependable right hand of a busy practice owner.

This is not just an admin role — you will function as the practice’s remote front desk receptionist, appointment setter, customer service representative, administrative assistant, and billing support specialist.

Your work will directly impact patient experience, scheduling efficiency, billing turnaround, and overall business growth.

There is strong potential for increased hours and long-term growth within 6–12 months for the right candidate.

Scope of Work & Responsibilities

Primary Role Focus

• Appointment Setter
Primary responsibility includes scheduling discovery calls and managing the appointment calendar.
• Customer Service Representative
Handles all patient-facing communications and callback management.
• Front Desk Receptionist + Admin Assistant + Billing Support
Acts as the first point of contact for patients and supports back-end administrative and billing processes.

Top 3 Priorities

1. Intake Calls & Patient Intake Management

• Answer incoming calls in a professional, warm, and confident manner
• Conduct intake calls and gather patient information accurately
• Input patient information into PT Everywhere (EHR/CRM)
• Schedule discovery calls for the owner
• Maintain a maximum 1-hour callback time

2. Patient Communication & Scheduling

• Manage appointment scheduling and confirmations
• Handle callback requests promptly
• Ensure booking window stays within 3–4 weeks
• Deliver required documentation to patients
• Provide excellent patient-facing service at all times

3. Billing & Documentation

• Generate and send super bills
• Process billing documentation accurately
• Maintain 24-hour billing turnaround time
• Assist with insurance verification for new patients

Secondary Responsibilities

• Lead follow-up and outreach (dormant/inactive patients)
• Support light marketing tasks: Bi-weekly newsletters, Flyer creation, & Canva-based design work
• General administrative support as needed

Systems & Tools Used

• EHR/CRM: PT Everywhere
• Phone System: Quo (VoIP)
• Design Tool: Canva or similar

Ideal Candidate Profile

We are looking for someone who is dependable, organized, and truly understands healthcare operations.

Healthcare background preferred, especially:

• Physical therapy experience
• Medical billing experience
• Healthcare administration

You should be:

• Strong in patient-facing communication with a professional and friendly tone
• Confident handling intake calls, scheduling, and callbacks
• Experienced with EHR systems (PT Everywhere preferred; similar systems acceptable)
• Detail-oriented and highly organized, especially with billing and documentation
• Proactive and able to work independently without constant supervision
• Reliable and consistent with follow-through
• Comfortable supporting light marketing tasks (newsletters, Canva design)
• Patient-focused with strong healthcare customer service standards
• Capable of acting as a trusted right hand to a busy practice owner

Performance Expectations (First 90 Days)

1-hour maximum callback time

• 3–4 week scheduling window maintained
• 24-hour billing turnaround
• Accurate documentation and minimal errors

Requirements:
Experience Requirements

• Medical education/degree: Not required but strongly preferred
• Previous Virtual Assistant experience: Preferred
• Medical license (Doctor, Nurse, PT, etc.): Preferred but not required
• Healthcare or medical billing experience: Strongly preferred

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.