CPT-11369 Virtual Medical Receptionist & Patient Support Assistant

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A small virtual medical clinic is seeking a part-time Virtual Medical Receptionist & Patient Support Assistant to serve as a primary point of contact for patients and support the clinic's day-to-day administrative operations.

The primary focus of this position is customer service and patient communication. The VA will answer incoming calls, schedule appointments, assist patients with payments, monitor communications within the electronic health record, and complete routine administrative follow-up.

A healthcare background is helpful but not required. The client emphasized that strong customer service experience, phone skills, professionalism, and the ability to calmly assist or de-escalate patients are more important than prior medical knowledge.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Contractors will be required to provide services that align with the following client tasks:

• Answer inbound patient calls through Vonage

• Provide friendly and professional customer service
• Schedule, reschedule, and confirm patient appointments
• Respond to routine patient communications received through the medical record system
• Assist patients with basic questions and escalate clinical questions to the appropriate provider

• Handle frustrated or confused patients professionally and calmly

• Send patients payment links when required

• Assist patients who need help completing payments
• Take payment information over the phone when necessary and securely enter it into the clinic's payment system

• Follow established procedures for handling sensitive payment information

• Assist with routine medical certification administration

• Access patient records within the OneStop system using client-provided information
• Activate certifications according to established procedures
• Download and send completed certification documentation to patients

• Maintain accurate records of completed administrative actions

• Assist with basic credentialing administration, including sending applications and payments

• Follow up on outstanding emails and administrative requests
• Maintain basic licensing and renewal trackers
• Assist with simple Google Drive and spreadsheet updates
• Maintain accurate patient and administrative records

• Support additional routine administrative tasks as assigned

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Previous customer service experience required
• Phone-based customer service or receptionist experience strongly preferred
• Executive assistant or administrative support experience preferred
• Healthcare or medical office experience is a plus but not required
• Strong written and verbal English communication required
• Native or near-native English speaking ability required
• Experience scheduling appointments and managing customer records preferred
• Comfortable handling confidential patient information
• Basic Google Sheets and Microsoft Office proficiency
• HIPAA certification is not required at hire; appropriate certification can be completed during onboarding

• Exceptional customer service and phone communication skills

• Friendly, patient, and professional when interacting with patients
• Comfortable handling difficult conversations and de-escalating concerns
• Highly organized with strong follow-through
• Detail-oriented and dependable
• Comfortable learning healthcare systems and administrative workflows

• Able to work independently after receiving training

• CharmHealth EHR (Training Provided)

• Vonage
• OneStop (Training Provided)
• Microsoft Office / Outlook
• Google Workspace
• Google Calendar
• Google Drive

• Google Sheets – Basic

• Contracted Hours per Week: 20 Hours (Hours may increase by the end of the year based on business needs and performance)
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: 10:00 AM – 2:00 PM EST

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

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Junior, Senior, and Advanced Level
• Contracted Hours per Week: 20 hours/week
• Daily Working Time: 10:00 AM – 2:00 PM EST
• Scheduled Working Days: Monday-Friday
• 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-speaking accent required)
• REGION PREFERENCES: Any