Healthcare Virtual Assistant | Patient Intake & Marketing Coord. (Part-Time)

Job Title: Healthcare Virtual Assistant | Patient Intake & Marketing Coordinator (Part-Time) [PG-A]

Position type: Part- time (20 hrs/ week)

Work Schedule: 8AM-12NN EDT for starters but must be amenable to change schedules as business needs change

Salary: $5 - $6  per hour, depending on experience

Location: Remote - Philippines

Client Overview and Job Summary 

Our client is a growing U.S.-based pediatric home healthcare provider committed to delivering compassionate, family-centered care for children with medical needs while building strong relationships with families and the community.

They are seeking a proactive Healthcare Virtual Assistant to support patient intake, scheduling, administrative tasks, and marketing coordination. This role goes beyond traditional medical VA responsibilities—you'll also collaborate with the client's marketing agency, assist with community outreach and referral partnerships, and contribute ideas to help grow the practice. The ideal candidate has a healthcare background (pediatric experience is a strong plus), excellent communication skills, and thrives in a fast-paced, growth-oriented environment.

Key Responsibilities

Patient Intake & Virtual Reception

• Serve as the virtual front desk by answering incoming calls from new and existing patients and families.
• Respond professionally to patient inquiries and provide excellent customer service.
• Assist with patient intake and collect required information accurately.

Scheduling & Administrative Support

• Enter new patient information into the Home Care Home Base (HCHB) system.
• Coordinate meetings and schedules with different stakeholders.
• Provide general administrative support to the practice.
• Maintain accurate and organized patient records.

Marketing Coordination & Community Outreach

• Collaborate with the company's marketing agency by brainstorming and researching content ideas.
• Help coordinate and maintain website content and blog posts.
• Assist with website updates and content management.
• Research opportunities to increase community engagement and brand awareness.
• Build relationships with clinics, healthcare providers, community organizations, camps, and parent groups.
• Conduct outreach and cold calls to potential referral partners.
• Help identify creative ways for the practice to differentiate itself from competitors.
• Share ideas and recommendations to improve business growth and patient engagement.

Requirements

• Healthcare experience required; pediatric experience is highly preferred.
• Registered Nurse (RN) background is a significant advantage.
• Excellent English communication skills, both written and verbal.
• Proactive, organized, and able to work independently with minimal supervision.
• Strong attention to detail and committed to delivering high-quality work.
• Comfortable handling patient calls with professionalism and empathy.
• Able to communicate progress clearly and provide ideas for improvement.
• Creative, growth-minded, and interested in helping a growing healthcare practice succeed.
• Experience working with startups or fast-growing businesses is a plus.
• Comfortable using AI tools to improve productivity while producing original, high-quality work.
• Experience collaborating with marketing teams is a plus.
• Bilingual (Spanish/English) is a plus but not required.

Preferred Tools and Software:

EHR: Home Care Home Base (HCHB) WellSky, MatrixCare, Axxess, Careficient, Alora Home Health

Communication: RingCentral, Google Voice, Zoom, Microsoft Teams, Slack

Productivity: Google Workspace, Microsoft Office

Marketing & Website: WordPress, Canva, Meta Business Suite (nice to have)

KPIs --What does success look like in this role?

• Reduced or no more admin work for the client
• Documentation accuracy of records
• Referrals or new clients brought in

Requirements

• Healthcare experience required; pediatric experience is highly preferred.
• Excellent English communication skills, both written and verbal.
• Proactive, organized, and able to work independently with minimal supervision.
• Strong attention to detail and committed to delivering high-quality work.
• Comfortable handling patient calls with professionalism and empathy.
• Able to communicate progress clearly and provide ideas for improvement.
• Creative, growth-minded, and interested in helping a growing healthcare practice succeed.
• Experience working with startups or fast-growing businesses is a plus.
• Comfortable using AI tools to improve productivity while producing original, high-quality work.
• Experience collaborating with marketing teams is a plus.
• Bilingual (Spanish/English) is a plus but not required.
• Registered Nurse (RN) background is a significant advantage.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.