Virtual Medical Receptionist & Appointment Coordinator

Job Title: Virtual Medical Receptionist & Appointment Coordinator

Position Type: Part-Time

Work Hours: 9:00 AM – 1:00 PM CST

Work Days: Monday – Friday

Pay Rate: $5–$6 USD per hour (based on experience)

Job Code: KN-UL

Workplace: Remote

Preferred Candidate Location: Philippines

About Our Client

Our client is seeking a highly proactive, detail-oriented Virtual Healthcare Receptionist & Administrative Assistant to support a U.S.-based adult day care center specializing in dementia care.

This role is critical to ensuring a smooth, accurate, and timely enrollment experience for prospective clients and their families. You will serve as the first point of contact, handle phone communications, schedule tours, manage paperwork, and follow up consistently — all while working independently and with minimal supervision.

This position is ideal for someone with healthcare industry experience, excellent phone communication skills, and the ability to think critically and make case-by-case decisions without constant approval.

Primary Responsibilities

• Act as a virtual receptionist handling inbound and outbound phone calls
• Communicate clearly, professionally, and compassionately with prospective clients and families
• Schedule tours and manage appointment and calendar requests
• Ensure a smooth, error-free enrollment and intake process
• Process, review, and manage electronic paperwork and editable forms
• Conduct timely follow-ups with clients post-tour and post-enrollment
• Manage calendars, holiday closures, and scheduling updates
• Handle repetitive administrative tasks and identify opportunities for automation
• Prevent missed follow-ups, incomplete forms, and repeated administrative errors
• Make independent decisions and resolve issues without unnecessary escalation

Key Priorities

• Streamlining the enrollment and intake process
• Proactive phone handling and client communication
• Independent, self-directed problem-solving (minimal micromanagement)
• Accuracy, organization, and attention to detail
• Consistent and timely follow-ups

Tools & Systems

• RingCentral (phone system)
• ProCare application
• Adobe Online (editable forms)
• Microsoft Outlook (email and calendar)

Experience Requirements

• Healthcare industry experience is required (e.g., adult care, medical office, home health, therapy clinics, or similar)
• Previous experience as a Virtual Assistant or Remote Administrative Assistant is strongly preferred
• Medical degree or license (Doctor, Nurse, PT, etc.) is not required

Basic requirements

• Excellent spoken and written English (clear pronunciation is critical)
• Strong comprehension and communication skills, especially over the phone
• Relevant administrative or healthcare-related 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, training, or allowances listed are optional contractor perks and not employee benefits.