Virtual Medical Assistant -Communications Specialist

About this role

Virtual Medical Assistant - 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.
Key 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.
Required Qualifications
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

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.
Originally posted on Himalayas