Healthcare Virtual Assistant – Patient Engagement, Scheduling

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Winning Assistants LLC

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51 - 200 employees

At Winning Assistants, we help doctors, healthcare professionals, and business owners save time, cut costs, and scale their operations with highly skilled, HIPAA-compliant virtual assistants. Our VAs handle tasks like admin support, medical office management, marketing, and customer service, allowing you to focus on growth.

📋 Description

• Answer inbound patient calls during evenings and weekends. • Schedule consultations and appointments. • Respond to patient inquiries professionally and accurately. • Provide excellent customer service while assisting patients with their healthcare needs. • Convert patient inquiries into scheduled appointments whenever appropriate. • Reach out to more than 4,600 inactive patients through phone calls, text messages, and email campaigns. • Encourage previous patients to reconnect with the clinic and schedule treatments. • Follow up with inactive patients to improve patient retention and engagement. • Contact prospective and existing patients regarding upcoming clinic events and services. • Assist with flyer distribution initiatives. • Send text message and email campaigns promoting clinic events and services. • Follow up with prospective patients to encourage appointment bookings. • Verify patient insurance coverage when needed. • Provide organic social media support by posting content and engaging with followers (no paid advertising or marketing strategy required). • Perform general administrative tasks during slower call periods. • Assist with occasional medical scribing and chart documentation. • Maintain accurate patient records using the clinic's EMR system.

🎯 Requirements

• Medical degree or healthcare license is not required. • Previous Virtual Assistant experience is preferred. • Prior experience in healthcare administration, patient coordination, or medical virtual assistance is highly preferred. • Excellent spoken and written English communication skills. • Spanish-English bilingual skills are highly preferred due to the clinic's large Spanish-speaking patient population. • Strong phone etiquette with the confidence to communicate professionally with patients. • Experience handling inbound calls and appointment scheduling. • Experience with patient activation, patient reactivation, or outreach campaigns is highly preferred. • Experience converting patient inquiries into scheduled appointments. • Basic insurance verification experience is a plus but not required. • Familiarity with regenerative medicine, stem cell therapy, peptide therapy, hormone replacement therapy (HRT), or similar wellness treatments is an advantage. • Experience using EMR systems is beneficial; familiarity with Rapid EMR is a plus but not required. • Highly organized with excellent attention to detail. • Able to work independently while following established workflows and processes. • Comfortable learning new systems and remote access technology. • Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding (required). • Must be available for video meetings with the camera on when needed.

🏖️ Benefits

• 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.