Virtual Admin & Sales Administrator

About hubMed Telehealth
hubMed Telehealth is an Australian telehealth provider offering expert medical care from home. We support patients across Australia with 11 clinical services including mental health, ADHD, weight loss, women's health, chronic disease management, and more. We operate 7 days a week and our mission is to make quality healthcare accessible to every Australian, wherever they are.
We are a small, close-knit team that genuinely cares about our patients. This is not a call-centre role — you will be a valued member of the hubMed team, working directly with our clinical, operations, and business development staff.
The Role
This is a hybrid role split across two distinct functions. For part of your week, you'll be patient-facing — handling bookings, enquiries, and practice admin as part of our Virtual Admin & Customer Service function. For the rest, you'll shift into sales pipeline administration and broader practice operations support — CRM management, templated outreach, business insights, and provider schedule oversight.
It suits someone who can move between warm, careful patient communication and structured, detail-heavy admin work without either one slipping.
Position Virtual Admin & Sales Administrator
Type Full-time contractor
Hours 40 hours/week — Wednesday - Sunday. We have 2 shifts available. Would you be willing to do wednesday to sunday 6am-2pm PH time or 12pm-8pm PH time ?
Schedule [Open — see note below on weekend patient coverage]
Pay rate PHP 45,000–65,000/month depending on experience · paid fortnightly via Wise/direct transfer
Location Fully remote — work from home
Reports to Practice Manager/Operations (patient admin) and Managing Director (sales/pipeline)

A note on scheduling: your current Virtual Admin & Customer Service Coordinator role runs Wednesday–Sunday to cover weekend patient demand. This hybrid role only allocates 2 of those 5 days to patient-facing work — worth confirming before this goes live whether another team member covers the remaining weekend/patient-facing days, or whether this role's patient-facing days should be chosen specifically to plug the biggest coverage gap.
Key Responsibilities
Patient Admin & Customer Service (~2 days/week)
● Respond to patient enquiries via email, phone, and live chat in a timely, professional, and empathetic manner.
● Assist patients with booking, rescheduling, and cancelling appointments via Halaxy.
● Follow up with patients who have incomplete bookings or outstanding intake forms.
● Handle patient complaints and escalate clinical concerns to the appropriate clinician promptly.
● Manage the general practice inbox — triage, prioritise, and respond or escalate as appropriate.
● Maintain accurate, up-to-date patient records in Halaxy in line with our privacy and data handling policies.
● Process incoming referrals and assign to the correct clinician; chase outstanding pathology, imaging, and specialist letters as needed.
Sales Pipeline Administration (remaining days)
● Maintain and update the CRM (Pipedrive) — lead entry, stage tracking, follow-up reminders.
● Send templated outreach and follow-up emails to prospective partners, keeping messaging consistent and on-brand.
● Track pipeline activity and flag stalled deals or overdue follow-ups.
● Pull together simple business insights and reporting — e.g. monthly pipeline summaries, conversion snapshots.
● Keep partner and contact records accurate and current.
Practice Operations Support (remaining days)
● Support provider schedule management — checking availability, gaps, and coverage across the roster.
● Monitor appointment schedules and flag gaps, cancellations, or capacity issues to the operations team.
● Run regular quality checks across practice systems (Halaxy / hubMed Admin Portal) to ensure records, listings, and partner links are accurate and current.
● Identify common patient queries or process friction and suggest FAQ or workflow improvements.
What We're Looking For
Essential
● Minimum 2 years' experience in customer service, virtual assistant, or administrative roles.
● Excellent written English — you'll communicate directly with Australian patients and prospective partners.
● Excellent spoken English — confident and clear on the phone, able to directly resolve patient issues and enquiries in real time, not just via email/chat.
● Hands-on experience using a CRM (ideally Pipedrive, or a comparable system) for lead tracking and pipeline management.
● Some grounding in sales or business development — comfortable with outreach, follow-up cadences, and moving a pipeline forward, even if your prior role wasn't a dedicated sales title.
● Strong attention to detail — patient records, pipeline data, and clinical admin all require accuracy.
● Reliable high-speed internet and a quiet, professional home work environment.
● Demonstrated ability to handle sensitive and confidential information with discretion.
● Proficiency with standard software — email, Google Workspace or Microsoft 365, video calls.
Highly desirable
● Previous experience in a medical, dental, allied health, or telehealth practice.
● Experience with a practice management system — Halaxy experience is a significant advantage.
● Understanding of Australian healthcare, Medicare, or telehealth services.
● Experience with sales reporting or basic business insights/analytics.
Personal qualities
● Warm, professional, and genuinely patient-focused when in patient-facing mode; structured and detail-driven when in admin/sales mode.
● Proactive — flags problems and suggests solutions rather than waiting to be told.
● Highly organised with the ability to prioritise across genuinely different types of work in the same week.
● Calm and composed under pressure — healthcare admin can be time-sensitive.
● Honest and trustworthy — you'll have access to sensitive patient and business information.
What We Offer
● PHP 45,000–65,000/month depending on experience — at the higher end for candidates with healthcare, Halaxy, or CRM experience.
● Stable, long-term role with a growing Australian telehealth practice.
● Fully remote — work from home.
● Genuine team membership — you are a valued part of hubMed, not a vendor.
● Variety — this role touches patient care, sales, and operations, so no two weeks look identical.
Important — Privacy and Confidentiality
hubMed Telehealth handles sensitive patient health information subject to the Australian Privacy Act 1988 and the Australian Privacy Principles. The successful candidate will be required to sign a Confidentiality and Privacy Agreement before commencing work. All patient and business information must be handled with the utmost discretion and in accordance with our data handling policies.
How to Apply
Please apply with:
(Subject line: VA & Sales Admin Application)
We review applications as received.
● Your current CV including all relevant work history.
● A video introduction.
● A short cover letter (3–5 sentences) explaining why you're a good fit for a role that spans patient support and sales/ops admin — include the word "lighthouse" somewhere in your letter. This isn't a trick; it's a quick, honest check that you've read the full brief, since attention to detail is core to this job. Applications that don't include it will not be shortlisted.
● Your expected monthly rate in PHP.
● A brief description of any experience you have in healthcare admin and/or CRM/sales administration.
Shortlisted candidates will be invited to a video interview.
A paid trial week will be offered to the final candidate before a formal offer is made.