Healthcare Virtual Assistant (Scheduling & Patient Support) at Winning Assistants

, , Philippines -

Full Time

Start Date

Immediate

Expiry Date

03 Jun, 26

Salary

6.0

Posted On

05 Mar, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Scheduling, Patient Support, Phone Answering, Call Management, Calendar Management, Referral Management, Insurance Verification, Prior Authorization, Inbox Management, Communication, Organization, Problem-Solving, Proactivity, HIPAA Compliance, EHR Navigation

Industry

Staffing and Recruiting

Description

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 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. 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.

Responsibilities

The Virtual Assistant will provide administrative and operational support for a U.S.-based healthcare practice, focusing on managing patient communications and maintaining accurate scheduling systems. Key duties include professional phone answering, managing appointments across multiple systems, and handling incoming patient referrals.