Healthcare Virtual Assistant – Patient Intake, Marketing, Community Outreach

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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

• Serve as the virtual front desk by answering incoming calls from new and existing patients and families. • Respond professionally to patient inquiries and provide excellent customer service. • Assist with patient intake and collect required information accurately. • Enter new patient information into the Home Care Home Base (HCHB) system. • Coordinate meetings and schedules with Registered Nurses (RNs). • Provide general administrative support to the practice. • Maintain accurate and organized patient records. • Collaborate with the company's marketing agency by brainstorming and researching content ideas. • Help coordinate and maintain website content and blog posts. • Assist with website updates and content management. • Research opportunities to increase community engagement and brand awareness. • Build relationships with clinics, healthcare providers, community organizations, camps, and parent groups. • Conduct outreach and cold calls to potential referral partners. • Help identify creative ways for the practice to differentiate itself from competitors. • Share ideas and recommendations to improve business growth and patient engagement.

🎯 Requirements

• Healthcare experience required; pediatric or Medical VA experience is highly preferred. • Excellent English communication skills, both written and verbal. • Proactive, organized, and able to work independently with minimal supervision. • Strong attention to detail and committed to delivering high-quality work. • Comfortable handling patient calls with professionalism and empathy. • Able to communicate progress clearly and provide ideas for improvement. • Creative, growth-minded, and interested in helping a growing healthcare practice succeed. • Experience working with startups or fast-growing businesses is a plus. • Comfortable using AI tools to improve productivity while producing original, high-quality work. • Experience collaborating with marketing teams is a plus. • Bilingual (Spanish/English) is a plus but not required. • Registered Nurse (RN) background is a significant advantage. • Basic Requirements • Must speak and write English clearly and professionally. • Must have relevant work experience. • Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory). • Must be available to attend video meetings with camera on when required. • Technical Requirements • Computer: Reliable laptop or desktop computer. • Internet: Stable high-speed internet connection (minimum 25 Mbps). • Audio: Noise-canceling headset. • Video: Working webcam for virtual meetings. • Workspace: Quiet and professional work environment.

🏖️ 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.