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

Position Type: Part-time (20 hours/week)

Work Hours:
Tuesdays: 3:00PM – 8:00PM PDT
Fridays: 9:00AM – 5:00PM PDT
Saturdays: 9:00AM – 4:00PM PDT

Salary: $6–$8 per hour (depending on experience)

Job Code: MZ-GLM

Workplace: Remote

Preferred Candidate Location: Philippines, Latin America

About the Role

Our client is looking for a friendly, proactive, and patient-focused Healthcare Virtual Assistant to become the first point of contact for patients outside of regular clinic hours. This role is ideal for someone who enjoys speaking with patients, keeping schedules organized, and helping healthcare practices grow through exceptional customer service.

You’ll primarily manage inbound patient calls, schedule appointments, reconnect with inactive patients, and support patient engagement initiatives. While this isn’t a dedicated sales role, you’ll play an important part in converting patient inquiries into scheduled appointments through excellent communication and follow-up.

Key Priorities

• Inbound Call Handling & Patient Scheduling
• Patient Reactivation
• Patient Activation & Event Outreach

Key Responsibilities

1. Inbound Call Handling & Patient Scheduling

   • Answer inbound patient calls during evenings and weekends.
   • Schedule consultations and appointments.
   • Respond to patient inquiries professionally and accurately.
   • Provide excellent customer service while assisting patients with their healthcare needs.
   • Convert patient inquiries into scheduled appointments whenever appropriate.

2. Patient Reactivation

   • Reach out to more than 4,600 inactive patients through phone calls, text messages, and email campaigns.
   • Encourage previous patients to reconnect with the clinic and schedule treatments.
   • Follow up with inactive patients to improve patient retention and engagement.

3. Patient Activation & Event Outreach

   • Contact prospective and existing patients regarding upcoming clinic events and services.
   • Assist with flyer distribution initiatives.
   • Send text message and email campaigns promoting clinic events and services.
   • Follow up with prospective patients to encourage appointment bookings.

Secondary Responsibilities

• Verify patient insurance coverage when needed.
• Provide organic social media support by posting content and engaging with followers.
• Perform general administrative tasks during slower call periods.
• Assist with occasional medical scribing and chart documentation.
• Maintain accurate patient records using the clinic’s EMR system.

Tools You’ll Use

• Rapid EMR
• Google Voice and communication platforms
• Email and text messaging tools
• VPN/Remote Access

Requirements

Basic Requirements

• Excellent spoken and written English communication skills.
• Spanish-English bilingual skills highly preferred due to the clinic’s large Spanish-speaking patient population.
• Strong phone etiquette with the confidence to communicate professionally with patients.
• Experience handling inbound calls and appointment scheduling.
• Experience with patient activation, patient reactivation, or outreach campaigns highly preferred.
• Experience converting patient inquiries into scheduled appointments.
• Basic insurance verification experience is a plus but not required.
• Familiarity with regenerative medicine, stem cell therapy, peptide therapy, hormone replacement therapy (HRT), or similar wellness treatments is an advantage.
• Experience using EMR systems is beneficial; familiarity with Rapid EMR is a plus but not required.
• Highly organized with excellent attention to detail.
• Able to work independently while following established workflows and processes.
• Comfortable learning new systems and remote access technology.
• Must submit an NBI Clearance and/or Local Police Clearance before onboarding (required).
• Must be available for video meetings with the camera on when needed.

Technical Requirements

• Reliable laptop or desktop computer.
• Stable high-speed internet connection (minimum 25Mbps).
• Noise-canceling headset.
• Working webcam.
• Quiet, professional workspace suitable for handling patient calls.
• Comfortable working remotely using VPN access and remote desktop systems.

Ideal Candidate

• Patient-focused and compassionate.
• Professional and confident when speaking with patients.
• Organized and detail-oriented.
• Self-motivated and dependable.
• Comfortable working independently in a remote environment.
• Adaptable and eager to learn new systems and workflows.

Deal Breakers

• Poor phone etiquette or weak communication skills.
• Difficulty confidently interacting with patients in a healthcare setting.
• History of poor reliability, attendance issues, or frequent scheduling conflicts.
• Difficulty working independently or following established processes.
• Unwillingness to conduct patient outreach or assist with appointment scheduling.
• Poor attention to detail, particularly when documenting patient information or updating records.
• Limited adaptability to learning new systems or working with remote access technology.

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 internal HIPAA compliance training, cybersecurity modules, and certification to handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Proprietary training on communication, client management, productivity systems, and best practices to 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, training, or allowances listed are optional contractor perks and not employee benefits.