Healthcare Scheduling Virtual Assistant

Job Title: Healthcare Scheduling Virtual Assistant

Position type: Part-time

Work hours: 9:00 AM – 1:00 PM (Mountain Time Zone – MST)

Work days: Monday to Friday

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

Job code: SF-Interim

Workplace: Remote

Preferred Candidate Location: Philippines

About the Role

We are looking for a reliable and detail-oriented Virtual Assistant with prior experience in healthcare or home care scheduling. This role focuses heavily on caregiver scheduling, client and caregiver communication, and handling frequent schedule changes with professionalism and calm.

The ideal candidate can work independently, communicate confidently on the phone, de-escalate sensitive situations, and maintain accurate documentation while operating in a fast-paced healthcare environment. Strong customer service skills and attention to detail are essential.

Scope of Work/Responsibilities

Scheduling & Coordination

• Create and maintain daily/weekly caregiver schedules based on client care plans and authorized hours
• Assign caregivers to clients based on availability, skills, location, and client preferences
• Proactively fill open shifts and confirm caregiver attendance
• Manage last-minute call-offs, schedule changes, and coverage gaps
• Ensure scheduled services align with approved hours and care plans
• Support client onboarding, including start-of-care scheduling and logistics

Communication & Customer Service

• Handle inbound/outbound calls related to scheduling, availability, and service changes
• Communicate schedule updates to clients/families calmly and professionally
• Respond to client/caregiver inquiries via phone, email, or messaging platforms
• De-escalate sensitive/time-sensitive situations using strong soft skills

Documentation & Admin Support

• Document schedule changes, missed visits, cancellations, and attendance accurately
• Notify internal staff/billing teams of missed visits or claim-impacting changes
• Maintain accurate records in scheduling systems and shared documentation tools
• Assist with document prep (reports, spreadsheets, presentations)
• Manage emails/texts: sorting, prioritizing, responding, sending updates/newsletters

Tools & Systems

• Access Care (preferred, not required)
• DialPad (preferred, not required)
• Microsoft Word & Excel (required)
• Outlook (required)
• Slack, Salesforce, WhatsApp, Skype (as applicable)

Performance Metrics & Success Indicators

• Accuracy and consistency of caregiver scheduling
• Reduction in missed visits/unfilled shifts
• Growth in successfully scheduled service hours
• Timely and accurate documentation
• Quality of communication with clients and caregivers
• Reliability during scheduled working hours

Required Skills & Qualifications

• Strong spoken and written English
• Excellent phone presence and confidence handling calls
• Outstanding customer service + communication skills
• Highly organized and detail-oriented
• Calm and professional in difficult conversations
• Comfortable in a fast-paced, constantly changing environment
• Reliable, accountable, proactive, and able to work independently

Preferred Qualifications

• Healthcare or home care scheduling experience
• Medical Administrative Assistant / Patient Care Coordinator experience
• Bilingual in Spanish (preferred, 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.