Job Description:

Virtual Dream Team is looking for a proactive and organized Scheduling & Patient Coordinator to support a growing wellness and ketamine practice. In this role, you’ll help manage patient scheduling, coordinate meetings with providers, and create a smooth and welcoming experience for patients from first contact through follow-up.

We’re looking for someone who is coachable, resourceful, and confident using systems to help move the business forward. If you enjoy staying productive, solving problems independently, and supporting both operations and patient communication, this could be a great fit for you.

Key Responsibilities:

• Coordinate and manage patient scheduling and appointment calendars

• Communicate with patients through phone, text, email, and messaging platforms

• Set and confirm meetings between patients and providers

• Maintain accurate records and updates inside CRM and EMR systems

• Follow up with leads and patients in a timely and professional manner

• Support sales-related patient coordination and intake processes

• Assist with workflow improvements and help keep daily operations organized

• Stay proactive in identifying tasks that help improve efficiency and patient experience

Required Tools:

• Go High Level

• Charm EMR

• AI tools and platforms

What We're Looking For:

• Strong communication and patient coordination skills

• Highly organized with the ability to manage schedules and priorities independently

• Coachable and open to feedback and continuous improvement

• Critical thinker and problem solver who takes initiative without waiting to be told what to do

• Comfortable learning and navigating CRM, EMR, and AI-based systems

• Able to stay productive, focused, and motivated in a remote work environment

We sometimes ask for flexible support on related tasks, but nothing outside your skill set and always with clear communication.

Working Hours:

• Part-time role: 20 hours per week

• Schedule: Between 10:00 AM – 6:00 PM EST

• $5/hour

Benefits:

• Paid 30 business days of training + completion bonus

• Work-from-home opportunity

• Yearly anniversary bonus

• 9th month and performance bonuses

• Emergency Support Program

• Birthday vacation bonus

• Access to continuous training resources

• Supportive and high-performing VA community

• Weekly payments

• PhilHealth reimbursement or HMO option

Why Join us?

Join Phyllis Song Virtual Dream Team as a Medical VA and be part of a supportive, purpose-driven team that values accuracy, compassion, growth, and work-life balance. Here, your skills help healthcare professionals stay organised, support patients better, and create meaningful impact while being part of a team that truly values you.