Virtual Assistant - Healthcare (Physical Therapy Practice) at Winning Assistants

, , Philippines -

Full Time

Start Date

Immediate

Expiry Date

28 May, 26

Salary

6.0

Posted On

28 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Appointment Setting, Customer Service, Front Desk Reception, Administrative Assistance, Billing Support, Intake Calls, Scheduling, Documentation, EHR Systems, HIPAA Compliance, Communication, Organization, Proactivity, Canva Design, Insurance Verification

Industry

Staffing and Recruiting

Description

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 & ResponsibilitiesPrimary 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 Priorities1. 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 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. 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 primary focus is acting as an Appointment Setter, managing discovery calls and the appointment calendar, while also handling all patient-facing communications as a Customer Service Representative. Secondary duties include front desk reception, administrative support, and billing processes like generating superbills and maintaining turnaround times.