Job Description:
Virtual Dream Team is looking for a warm, organized, and proactive Patient Coordinator & Provider Outreach Virtual Assistant to support a growing healthcare practice. You’ll guide prospective and existing patients through their journey, coordinate scheduling and follow-ups, and help build relationships with healthcare providers through thoughtful outreach and meeting coordination.

Key Responsibilities:
• Respond promptly to inbound patient inquiries from phone calls, website forms, texts, and emails.
• Guide prospective patients through the intake and qualification process using established questions, workflows, and training.
• Coordinate patient scheduling, appointment confirmations, follow-ups, and next-session bookings.
• Communicate with psychiatric and other healthcare providers to coordinate patient information, clearances, and next steps as directed.
• Build positive relationships with patients through friendly, professional, and compassionate communication.
• Conduct provider outreach and help schedule meetings with psychiatrists, therapists, psychologists, and other referral partners.
• Maintain accurate patient, lead, appointment, and communication records within the practice’s systems.
• Identify productive next steps during quieter periods and proactively support workflows that help move the business forward.

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

Required Tools:
• GoHighLevel
• CharmHealth EMR
• AI tools
• Phone, email, and text communication platforms

What We're Looking For:
• Strong verbal and written communication skills with the confidence to speak directly with patients and healthcare professionals.
• A coachable mindset and willingness to learn detailed information about services, patient workflows, and frequently asked questions; role-specific training will be provided.
• Excellent organization and follow-through, especially when managing multiple appointments, leads, follow-ups, and provider communications.
• A proactive problem solver and critical thinker who can stay productive without needing constant direction.
• A warm, personable approach that helps patients feel supported while maintaining professionalism and appropriate boundaries.
• A self-driven attitude with a genuine interest in becoming a business multiplier—not simply completing assigned tasks, but looking for appropriate ways to improve efficiency and support growth.

Working Hours:
• 20 hours per week, with availability between 10:00 AM and 6:00 PM Eastern Time (EST).

Compensation:

• 5 USD per 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 and become part of a supportive team where your organizational skills, dedication, and attention to detail are truly valued. We provide opportunities for professional growth, meaningful client partnerships, and a rewarding career where you can thrive and make an impact.