Patient Care Coordinator – Virtual Assistant

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee the entire patient experience and journey from the moment of initial inquiry through ongoing follow-up.

• Manage both inbound and outbound communications with patients, including phone calls, messages, and inquiries.

• Execute and coordinate follow-ups before and after consultations.

• Assist with patient consultations and follow up on leads.

• Record and monitor treatment plans, ensuring all patient touchpoints are completed.

• Administer a 12-month follow-up and retention schedule for patients.

• Handle leads and patient data using the CRM system.

• Aid in setting up and organizing a CRM platform, such as GoHighLevel or a comparable system.

• Support Mango Mint EHR workflows and patient communication processes.

• Document, arrange, and systematize operational workflows and processes.

• Identify opportunities for automation and process enhancements.

• Provide executive assistant services, including calendar management and scheduling for the owner’s clinical duties, training sessions, and speaking events.

• Assist with billing coordination, administrative documentation, sales and marketing assistance, and other operational tasks as needed.

⛳️ Requirements

• Extensive experience in healthcare operations or patient care coordination, preferably in a medical or aesthetic practice.

• Exceptional verbal and written English communication skills for interactions with patients.

• Proficiency with CRM systems like GoHighLevel, Pipedrive, or similar platforms.

• Familiarity with EHR systems; experience with Mango Mint is preferred but not mandatory.

• Strong organizational and administrative abilities to manage multiple patients, follow-ups, and timelines effectively.

• Proactive and self-sufficient, capable of taking initiative without constant oversight.

• Detail-oriented with a strong commitment to following through on treatment plans and patient touchpoints.

• Comfortable with documenting, systematizing, and enhancing workflows while identifying automation opportunities.

• Professional, empathetic, and personable communication skills when dealing with patients.

• Ambitious and growth-focused, with a desire to advance alongside the business.

• Open to providing suggestions, recommendations, and insights.

• Adaptable and eager to learn new systems, workflows, and clinical concepts.

• Must communicate in English clearly and professionally, both verbally and in writing.

• Relevant work experience is required.

• Must present an NBI Clearance and/or Local Police Clearance prior to onboarding.

• Availability for video meetings with the camera on when necessary.

• A reliable laptop or desktop computer is required.

• A stable high-speed internet connection of at least 25 Mbps is necessary.

• A noise-canceling headset is required.

• A functioning webcam is needed.

• A quiet and professional work environment is essential.

• Must comply with reliability, confidentiality, and HIPAA regulations.

🏝️ 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.

• Potential bonuses, incentives, or increased hours based on performance.