Virtual Assistant, Patient Coordination

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

📋 Description

• Oversee patient appointments, including bookings, rescheduling, and cancellations via Cliniko

• Handle appointment requests on the same business day

• Ensure patient details, including contact information, intake forms, and referral data, are complete and accurate

• Schedule new patients following clinic booking protocols

• Secure initial assessments and subsequent appointments during new patient bookings

• Optimize practitioner schedules by minimizing gaps and enhancing appointment utilization

• Address patient inquiries through Zeya Converse (WhatsApp)

• Conclude conversations and accurately archive completed threads

• Ensure every patient message includes a clear action or resolution

• Collaborate with internal team members to avoid missed or duplicated communications

• Monitor waitlists and present available appointment slots

• Promptly contact waitlisted patients when cancellations occur

• Follow up with new inquiries that have not yet resulted in bookings

• Conduct scheduled follow-ups with potential patients

• Re-engage with inactive or previous leads

• Manage patient recall procedures through Cliniko

• Reach out to patients within required timelines after recall notifications

• Support patient retention through prompt and professional follow-up

• Maintain precise patient records in Cliniko

• Document cancellations in accordance with clinic procedures

• Safeguard patient confidentiality and adhere to Singapore PDPA regulations

• Escalate patient concerns, unusual requests, or risks to the Practice Manager

⛳️ Requirements

• Demonstrated experience in virtual assistance, healthcare administration, patient coordination, customer service, or appointment scheduling

• Proficiency in managing appointment systems, calendars, or client management platforms

• Familiarity with Cliniko or healthcare booking systems is a plus

• Exceptional written and verbal communication skills in English

• Strong organizational abilities with the capacity to handle multiple priorities and adhere to structured processes

• Keen attention to detail when managing patient information, schedules, and records

• Ability to work autonomously, manage time efficiently, and maintain reliability in a remote setting

• Comfortable engaging professionally with patients through messaging platforms like WhatsApp

• Strong problem-solving capabilities and the ability to escalate issues as necessary

• Understanding of confidentiality and the management of sensitive patient information is highly desirable

• Experience working in healthcare, wellness, medical, or allied health settings is preferred

🏝️ Benefits

• 40 hours per week

• Remote work environment