Job Description:

• Appointment Setter: Primary responsibility includes scheduling discovery calls and managing the appointment calendar.
• Customer Service Representative: Handles all patient-facing communications and callback management.
• Front Desk Receptionist + Admin Assistant + Billing Support: Acts as the first point of contact for patients and supports back-end administrative and billing processes.
• Intake Calls & Patient Intake Management: Answer incoming calls in a professional, warm, and confident manner, conduct intake calls and gather patient information accurately, input patient information into PT Everywhere (EHR/CRM), schedule discovery calls for the owner, maintain a maximum 1-hour callback time.
• Patient Communication & Scheduling: Manage appointment scheduling and confirmations, handle callback requests promptly, ensure booking window stays within 3–4 weeks, deliver required documentation to patients, provide excellent patient-facing service at all times.
• Billing & Documentation: Generate and send super bills, process billing documentation accurately, maintain 24-hour billing turnaround time, assist with insurance verification for new patients.
• Secondary Responsibilities: Lead follow-up and outreach (dormant/inactive patients), support light marketing tasks: Bi-weekly newsletters, Flyer creation, & Canva-based design work, general administrative support as needed.

Requirements:

• Medical education/degree: Not required but strongly preferred
• Previous Virtual Assistant experience: Preferred
• Medical license (Doctor, Nurse, PT, etc.): Preferred but not required
• Healthcare or medical billing experience: Strongly preferred
• 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)
• 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.

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.