Healthcare Scheduling Virtual Assistant
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Job Description
Healthcare Scheduling Virtual Assistant managing caregiver schedules and client communications in a fast-paced healthcare environment. Requires prior scheduling experience and strong customer service skills.
Responsibilities:
- Create and maintain daily/weekly caregiver schedules based on client care plans and authorized hours
- Assign caregivers to clients based on availability, skills, location, and client preferences
- Proactively fill open shifts and confirm caregiver attendance
- Manage last-minute call-offs, schedule changes, and coverage gaps
- Ensure scheduled services align with approved hours and care plans
- Support client onboarding, including start-of-care scheduling and logistics
- Handle inbound/outbound calls related to scheduling, availability, and service changes
- Communicate schedule updates to clients/families calmly and professionally
- Respond to client/caregiver inquiries via phone, email, or messaging platforms
- De-escalate sensitive/time-sensitive situations using strong soft skills
- Document schedule changes, missed visits, cancellations, and attendance accurately
- Notify internal staff/billing teams of missed visits or claim-impacting changes
- Maintain accurate records in scheduling systems and shared documentation tools
- Assist with document prep (reports, spreadsheets, presentations)
- Manage emails/texts: sorting, prioritizing, responding, sending updates/newsletters
Requirements:
- Strong spoken and written English
- Excellent phone presence and confidence handling calls
- Outstanding customer service + communication skills
- Highly organized and detail-oriented
- Calm and professional in difficult conversations
- Comfortable in a fast-paced, constantly changing environment
- Reliable, accountable, proactive, and able to work independently
- Healthcare or home care scheduling experience
- Medical Administrative Assistant / Patient Care Coordinator experience
- Bilingual in Spanish (preferred, not required)
- Must be proficient in speaking and writing English very clearly
- Must have relevant work experience
- Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
- Must be available for video meetings with your camera on (when needed)
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 10 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment.
Benefits:
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
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