Virtual Assistant - Patient Calls & Scheduling

Job Title: Virtual Assistant – Patient Calls & Scheduling (Audiology Practice)

Position Type: Part-Time

Work Hours: 11:00am - 3:00 PM Pacific Daylight Time

Work Days: Monday – Friday

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

Workplace: Remote

Preferred Candidate Location: Philippines

About Our Client

The client is a busy audiology practice that serves patients with hearing impairments. The clinic experiences a very high volume of phone calls daily, and clear communication is essential to patient care. The primary goal of this role is to ensure no patient calls go unanswered and that scheduling remains smooth when in-office staff are busy.

Key Responsibilities

• Handle phone overflow when patient care coordinators are busy
• Answer incoming calls using RingCentral VoIP
• Speak clearly, calmly, and slowly to accommodate hearing-impaired patients
• Schedule and reschedule patient appointments using CycleNet (Solen)
• Confirm appointments and assist with patient reactivation outreach
• Triage calls appropriately and relay messages to the front desk team
• Maintain accurate scheduling and call records
• Provide end-of-day reports and updates to the front desk
• Work closely with the in-office team to ensure seamless communication

• Medical or healthcare experience: Required (audiology experience is highly preferred)
• Virtual assistant experience: Required, especially in phone-heavy roles
• Medical license: Not required

Skills & Qualifications

• Minimal to no accent (this is critical due to hearing-impaired patients)
• Excellent spoken English with clear pronunciation and steady pacing
• Strong phone-handling and customer service skills
• Proven experience with patient scheduling
• Familiarity with CycleNet scheduling software (or similar systems)
• Experience using RingCentral or other VoIP phone systems
• Ability to stay calm and professional in a fast-paced environment

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.