Virtual Patient Care Coordinator

We are seeking a highly professional, confident, and tech-savvy Virtual Patient Care Coordinator to serve as the virtual front desk and operational anchor of the clinic.

This is not a basic administrative role—you will be the voice, presence, and flow manager of the clinic during treatment hours while also supporting backend systems and patient engagement outside of clinic hours. Your communication skills, organization, and composure will directly impact both the patient experience and clinic growth.

This is a long-term opportunity for someone who wants to grow with a mission-driven healthcare practice.

Your Role
You will operate as the clinic’s virtual front desk during live treatment hours, ensuring seamless communication, accurate documentation, and consistent patient follow-up.

You must be confident on the phone, able to guide conversations toward booking consultations, and maintain professionalism and authority without discussing pricing or insurance details.

Core Responsibilities

Live Clinic Support (Real-Time)
* Join live during clinic hours via FaceTime or designated platform
* Answer incoming calls with warmth, confidence, and professionalism
* Guide prospective patients toward booking consultations
* Monitor reception camera feed to track patient arrivals and flow
* Support virtual patient check-in process
* Collect patient updates and log into workflow tracker (Google Sheets)
* Transfer patient information into EHR (OptiMantra) using templates
* Generate superbills and create invoices
* Track visit packages and session usage
* Prepare and send Good Faith Estimates
* Communicate with patients via phone, email, and Google Voice

Patient Follow-Up & Retention
* Follow up with consultation leads who did not convert
* Re-engage patients who have paused or dropped off care
* Conduct outreach campaigns during designated periods
* Maintain rapport and continuity with active patients

Administrative & Systems Support
* Maintain accurate and organized electronic health records (OptiMantra)
* Track daily patient workflow using Google Workspace
* Support light billing (invoices, payment plans, superbills)
* Ensure documentation accuracy and completeness
* Maintain HIPAA compliance (training provided)
* Keep systems, files, and processes organized and up to date

Off-Hour / Flexible Tasks
* Return missed calls (30–60 minutes daily as needed)
* Schedule and post social media content (Canva + OneUp)
* Make light edits to pre-developed content
* Assist with additional admin or marketing initiatives as the clinic grows

Tools & Platforms Requires
Hubstaff, Google Workspace (Drive, Sheets, Voice), iCloud, Eufy Security, Tuya, Alexa, Plaud, Canon Print, Canva, OneUp, Zoom

Skills & Qualifications

Required
* Near-native English fluency with a clear, neutral accent
* Confident, professional, and warm phone presence
* Strong communication and rapport-building skills
* Ability to guide conversations and handle objections
* Highly organized, detail-oriented, and dependable
* Tech-savvy and comfortable managing multiple systems simultaneously
* Proficient with Google Workspace (Docs, Sheets, Drive)
* Comfortable learning and using EHR systems (OptiMantra experience a plus)
* Ability to work independently without constant supervision
* Reliable high-speed internet (backup connection preferred)

Preferred (Nice-to-Have)
* Experience in healthcare, wellness, acupuncture, or medical office settings
* Experience with OptiMantra or other EHR systems
* Background in patient retention or client success
* Experience with virtual front desk operations
* Familiarity with Canva and social media scheduling tools
* Access to Apple device (iMessage/FaceTime) for clinic communication

What We’re Looking For
You are:
* Warm, empathetic, and patient-centered
* Confident and composed under pressure
* Organized and systems-oriented
* Coachable and open to feedback
* Professional with a strong sense of ownership
* Looking for a long-term role, not a temporary position

How to Apply:

Please submit your application along with a brief video introduction. *Applications without video introductions will NOT be considered.*

Add 'HEAL' to the subject and answer the following questions:

1. Are you looking for full-time or part-time work?
2, What are your preferred number of hours per week?
3. Are you available on Mondays, Wednesdays and Fridays between 1pm and 7pm?
4. Do you already have another job? If so, where are you working and how many hours are you working?
5. How much money are you looking to make per hour?
6. Have you worked for foreign employers before?
7. When would you be available to start work?
8. Do you have a stable, high-speed internet connection and a reliable computer suitable for video calls and multitasking?
9. Will you work from home or from an Internet café?
10. Are you able to access and download the following on your computer?: iMessage, FaceTime, Hubstaff, Cloud, Eufy Security app, Tuya app, Alexa app, Plaud web, Canon Print, Canva, OneUp, Zoom