Virtual Medical Assistant -Communications Specialist

Role Summary

• Patient Care Communications Specialist
• Practice Type: Chiropractic / Healthcare Clinic
• Hours: 30-35 hours per week initially, with possible schedule variation based on clinic coverage needs
• Rate: $6/hour with performance-based increase after 6 months
• Schedule Requirement: Must be flexible with assigned shift and willing to work Saturdays Position Overview

We are looking for a polished, reliable, and patient-focused Patient Care Communications Specialist to support a growing chiropractic clinic.

This role serves as the voice of the practice and will be the first point of contact for current and prospective patients. The ideal candidate must create a warm, calm, professional, and trustworthy experience across phone, text, voicemail, email, and scheduling workflows.

This is a high-volume communication role focused on patient calls, scheduling, follow-up, and retention. The candidate must be organized, emotionally aware, detail-oriented, and able to handle patient concerns with empathy and sound judgment.

VA 1

• 7:30-18:00
• 1-hour break
• 7:30-14:30
• 30-min break
• 7:30-13:00
• 30-min break
• 7:30-14:30
• 30-min break
• 7:30-13:00
• 30-min break
• OFF
• OFF
• 32.5

VA 2

• 7:30-18:00
• 1-hour break
• 7:30-14:30
• 30-min break
• 7:30-13:00
• 30-min break
• 7:30-14:30
• 30-min break
• 7:30-13:00
• 30-min break
• OFF
• OFF
• 32.5

VA 3

• OFF
• 14:00-20:30
• 30-min break
• 12:30-18:30
• 30-min break
• 14:00-20:30
• 30-min break
• 12:30-18:30
• 30-min break
• 07:30-15:00
• 30-min break
• OFF
• 30

VA 4

• OFF
• 14:00-20:30
• 30-min break
• 12:30-18:30
• 30-min break
• 14:00-20:30
• 30-min break
• 12:30-18:30
• 30-min break
• 07:30-15:00
• 30-min break
• OFF
• 30
• Schedule Coverage

Candidates must understand that the client will make the final schedule assignment based on clinic need, candidate strength, and coverage fit.

Responsibilities

• Answer high-volume inbound patient calls professionally and promptly. Respond to patient texts, voicemails, emails, and fax-related messages in a timely and accurate manner.
• Schedule new patient appointments and collect complete intake information. Schedule, confirm, cancel, and reschedule existing patient appointments in MacPractice.
• Prioritize new patient inquiries and referral opportunities before routine rescheduling requests.
• Conduct follow-up and reactivation outreach for inactive or lapsed patients. Help convert patient inquiries into booked appointments.
• Maintain accurate patient records, scheduling notes, and communication documentation.
• Coordinate with in-office staff to keep the provider schedule full and organized. De-escalate patient concerns related to scheduling, billing confusion, insurance questions, or unexpected frustrations.
• Know when to listen, gather details, offer a callback, and avoid overwhelming the patient with unnecessary information.
• Support missed-call follow-up workflows and communication improvements inside Weave.
• Protect patient privacy and follow HIPAA standards at all times.

Requirements

• Excellent spoken English with a clear, easy-to-understand, neutral accent. Strong written communication skills for SMS, email, and patient-facing messages.
• Prior experience as a Virtual Medical Assistant, Medical Receptionist, Patient Communication Specialist, Front Desk Coordinator, or similar healthcare support role.
• Comfortable handling high call volume in a fast-paced clinic environment. Strong patient service mindset, emotional intelligence, and common sense. Able to multitask across calls, texts, emails, voicemails, faxes, and scheduling tasks.
• Reliable, punctual, and proactive with attendance communication. Must own and work from a Mac OS device such as a MacBook, iMac, or Mac mini. This is a client-specific requirement.
• Must have reliable high-speed wired internet (LAN) .
• Must be flexible with schedule assignment and willing to work on Saturdays if needed.

Preferred Qualifications

• Experience with MacPractice, Weave, Solutionreach, Podium, or similar healthcare communication platforms.
• Familiarity with chiropractic terminology, treatment plans, and recurring visit schedules.
• Experience with patient reactivation, new patient conversion, and provider schedule optimization.
• Prior experience supporting U.S. healthcare clinics.
• VA
• Mon
• Tue
• Wed
• Thu
• Fri
• Sat
• Sun
• Hrs/week