CPT-11625 Patient Relations & Administrative Virtual Assistant

• Answer incoming calls and respond to routine patient inquiries
• Contact warm leads who have submitted inquiries through the website or advertising
• Explain available services, pricing information, and appointment options using approved guidance
• Schedule initial consultations and appointments for interested prospective patients
• Follow up with new and existing patients regarding outstanding questions or next steps
• Escalate clinical or treatment-related questions to authorized medical staff

• Confirm upcoming appointments and patient attendance
• Follow up on incomplete intake forms and required documentation
• Coordinate appointment changes and reminders
• Contact existing patients regarding routine treatment-related follow-ups as directed
• Maintain accurate notes and communication records
• Help ensure patients receive timely and professional service

• Follow up with patients regarding past-due invoices and outstanding payments
• Track payment statuses and flag unresolved billing issues
• Update patient census records as new patients enroll
• Maintain accurate active and inactive patient classifications
• Keep patient information and administrative records organized
• Provide routine updates to clinic management regarding outstanding tasks and follow-ups

• Warm, confident, and professional communicator
• Strong customer-service and rapport-building skills
• Comfortable discussing routine services and appointment options
• Highly organized and detail-oriented
• Proactive with follow-up and patient communication
• Dependable with recurring administrative responsibilities
• Comfortable learning healthcare-specific processes and terminology
• Able to work independently while supporting clinical staff

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level
• Contracted Hours per Week: 32 hours/week
• Daily Working Time: 8 hours/day during clinic operating hours – Exact Schedule TBD CST
• Scheduled Working Days: Tuesday–Friday (Part-time weekend availability is A Plus)
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Native or near-native English accent required); Bilingual English/Spanish candidates will be considered as well
• REGION PREFERENCES: Offshore or Nearshore

• CRM / Patient Management Systems – Client Training Provided
• Phone / VoIP Communication Platforms
• Email & Calendar Platforms
• Microsoft Office / Google Workspace
• Patient Scheduling & Billing Systems

• Contracted Hours per Week: 32 Hours
• Scheduled Working Days: Tuesday–Friday (Part-time weekend availability is A Plus)
• Daily Working Time: 8 hours/day during clinic operating hours – Exact Schedule TBD CST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement