Medical Virtual Assistant (Front Desk & Admin Support)

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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.

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