Medical Virtual Assistant (Front Desk & Admin Support)

Job Title: Medical Virtual Assistant (Front Desk & Admin Support)

Job Code: D-ITM

Position Type: Full-Time (40 hours per week)

Salary: $5–$6 per hour

Workplace: Remote

Preferred Candidate Location: Philippines

Work Hours: 10:00 AM – 7:00 PM CST (Central Standard Time)

Work Days:

• Monday: 10:00 AM – 7:00 PM
• Tuesday–Wednesday: 10:00 AM – 5:00 PM
• Thursday: Closed
• Friday: 10:00 AM – 7:00 PM
• Saturday: 10:00 AM – 5:00 PM
• Sunday: 11:00 AM – 12:00 PM

Note: No lunch break for all days.

About the Practice

This is a wellness-focused massage therapy practice providing therapeutic services. The clinic relies on organized scheduling, responsive communication, and structured administrative processes to maintain efficient daily operations.

The virtual assistant will function as a virtual receptionist and appointment setter. 

Scope of Work / Responsibilities

• Answer and screen incoming business calls during business hours in a professional manner. Filter out inappropriate inquiries professionally.
• Schedule appointments and manage appointments. This includes new appointments, management of cancellations and rescheduling.
• Provide administrative support and follow ups
• Coordinate scheduling based on therapist availability
• Send appointment confirmations and reminders
• Conduct post appointment follow up texts and wellness checks
• Manage late cancellations and no show communications
• Track and report daily call metrics such as calls received, answered, and missed
• Coordinate messages between clients and therapists
• Assist with electronic intake forms and patient intake coordination
• Support marketing efforts through promotional email campaigns - Social Media Skill like formatting photos
• Maintain trackers and create reports

Systems Used:

• Massage booking platform with backend access to therapist availability
• Square (credit card processing and storing cards on file)
• Messaging apps
  

Experience requirements

• At least 1 year of work experience as a Medical Virtual Assistant performing relevant tasks such as answering calls, scheduling appointments, handling cancellations/rescheduling, and client follow-ups
• Experience working in a medical, healthcare, or wellness practice is a plus
• Experience using appointment scheduling systems or booking platforms
• Experience handling inbound and outbound calls
• Strong English verbal communication skills with a clear and professional phone presence
• Ability to manage high call volume during business hours
• Strong organizational and scheduling skills
• Ability to follow structured processes and report daily metrics
• Comfortable using booking systems, payment platforms (e.g., Square), and messaging applications

Basic requirements

• 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)

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, trainings, or allowances listed are optional contractor perks and not employee benefits.