Patient Care Coordinator – Virtual Assistant

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Winning Assistants LLC

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Winning Assistants LLC is a staffing and recruiting company that provides virtual assistants from the top 1% of the global talent pool. They specialize in helping doctors, healthcare professionals, and business owners save time, reduce costs, and scale operations with highly skilled, HIPAA-compliant virtual assistants. Their services include admin support, medical office management, marketing, and customer service, allowing clients to focus on growth.

📋 Description

• Manage the overall patient experience and patient journey from initial lead inquiry through ongoing follow-up • Handle inbound and outbound patient communications, including calls, messages, and inquiries • Conduct and coordinate pre-consultation and post-consultation follow-ups • Assist with patient consultations and lead follow-up • Document and track treatment plans and ensure patient touchpoints are completed • Manage a 12-month patient follow-up and retention cadence • Manage leads and patient information through the CRM • Help set up and organize a CRM such as GoHighLevel or a similar platform • Support Mango Mint EHR workflows and patient communications • Document, organize, and systematize operational workflows and processes • Identify automation and process-improvement opportunities • Provide executive assistant support, including calendar and scheduling management for the owner's clinical responsibilities, trainings, and speaking engagements • Assist with billing coordination, administrative documentation, sales and marketing support, and other operational tasks as needed

🎯 Requirements

• Strong healthcare operations or patient care coordination experience, ideally in a medical or aesthetic practice • Excellent verbal and written English communication skills for patient-facing interactions • Experience with CRM systems such as GoHighLevel, Pipedrive, or similar platforms • Familiarity with EHR systems; Mango Mint experience preferred but not required • Strong organizational and administrative skills to manage multiple patients, follow-ups, and timelines • Proactive and independent, with ability to take ownership without constant supervision • Detail-oriented with strong follow-through when tracking treatment plans and patient touchpoints • Comfortable documenting, systematizing, and improving workflows and identifying automation opportunities • Professional, empathetic, and personable patient communication • Ambitious and growth-oriented, with willingness to grow alongside the business • Comfortable providing ideas, recommendations, and insights • Adaptable and willing to learn new systems, workflows, and clinical concepts • Must speak and write English clearly and professionally • Must have relevant work experience • Must provide an NBI Clearance and/or Local Police Clearance before onboarding • Must be available for video meetings with camera on when required • Reliable laptop or desktop computer • Stable high-speed internet connection of at least 25 Mbps • Noise-canceling headset • Working webcam • Quiet and professional work environment • Must meet reliability, confidentiality, and HIPAA compliance expectations

🏖️ Benefits

• Dedicated HR & Contractor Support Team • Premium VPN Access (Optional) • HIPAA & Cybersecurity Training + Certification (Provided) • Top 1% VA Performance Training • Client-Approved U.S. Holidays • Client-Approved Paid or Unpaid Time Off • Access to Tools & Resources • Optional Performance-Based Incentives • Possible bonuses, incentives, or increased hours based on performance