Job Description: Virtual Medical Assistant (Administrative / Receptionist)

Role Overview

• Commitment: Part-Time $6 /Hour (30 hours per week, with potential to scale to full-time)

• Location: Remote (Must align with US Eastern Time)

• Target Start Date: Early August 2026

About the Clinic & Physician

• Specialty: Exclusively chiropractic services (no modalities or physical therapies).

• Location: South Carolina, USA (Operating on Eastern Time).

• Team Dynamics: A small, close-knit team where the Virtual Assistant will report directly to the client as their primary point of contact.

Core Responsibilities & Tasks

1. Reception & Communication Management

• Call Screening & Triaging: Handle inbound phone calls via the VoIP system. Screen out distractions and routine inquiries so the in-office team can focus on face-to-face patient interactions.

• Message & Chat Monitoring: Monitor and triage incoming text messages and platform chats. Respond to basic questions, coordinate scheduling, and instantly notify the in-house team when an issue requires local escalation.

• Voicemail Triage: Review and prioritize voicemails left outside of business hours first thing every morning, identifying immediate actionable steps for each patient.

• Ability to multitask

2. Data Entry & Care Plan Tracking

• Workflow Optimization: Utilize project management software to track patient journeys (e.g., logging progress from an initial evaluation to an active care plan signing).

• EMR Integration: Input care plan details and checklists into the electronic medical records system, creating clear timestamps and automated reminders for follow-up actions.

3. Documentation & Documentation Support

• Pre-Populating Paperwork: Pre-fill out reassessment forms using existing patient data so that documents are ready to print and hand to the patient upon arrival. Verify new patient onboarding documentation is completed before the patient's first appointment to ensure a smooth check-in experience.

• Intake Management: Consistently encourage and track the completion of digital intake paperwork by patients ahead of their scheduled appointments.

4. Future Project Scope (Future Tasks)

• Legal Liaison: Follow up on patient cases by periodically connecting with attorneys via phone or email on behalf of the clinic.

• External Marketing Tracking: Monitor and log leads generated through SEO and external digital marketing platforms. Follow up with marketing leads via messages and phone calls to assist with scheduling and convert potential patients into appointments.

Schedule & Working Hours

This is a part-time position requiring a split-shift schedule to cleanly mirror the clinic's core operating hours.

Day

Hours (Eastern Time - ET)

Monday & Tuesday

9:00 AM – 1:30 PM (4.5 hrs) + 2:45 PM – 6:45 PM (4 hrs)

Wednesday

7:00 AM – 1:00 PM

Thursday

2:30 PM – 7:00 PM

Friday - Sun

Flexible 2.5 hours total (e.g., a brief check-in Saturday at 5:00 PM to clear outstanding appointment requests)

Requirements & Qualifications

Mandatory Requirements

• Language Proficiency: Advanced, near-native English verbal and written communication skills with minimal accent for clear phone reception.

• Experience: At least 1 year of experience supporting US-based medical or administrative clinics.

• Emotional Intelligence: Superior comprehension and active listening skills. Ability to remain completely calm, grounded, and solution-oriented if dealing with an emotional or urgent patient situation.

Nice-to-Haves

• Prior experience working within a chiropractic office or wellness facility.

• Familiarity with tracking legal or personal injury casework documentation.

• Experience with maximizing leads to scheduling an appointment.

Tools & Platforms Mentioned

The clinic heavily leverages a modern digital stack. While immediate mastery of all platforms isn't required, familiarity with them is highly advantageous:

• Platinum Solution: The clinic's core Electronic Medical Records (EMR) system.

• Sked: A specialized chiropractic platform used for patient text messaging and schedule management.

• Monday.com: Utilized daily for business stats, metrics, and internal tracking.

• Intake Q: Leveraged for patient onboarding paperwork and intake documents.

• Vonage: The Voice over IP (VoIP) phone system used for all inbound and outbound calls.

• Google Docs & Google Sheets: For general data storage and collaborative spreadsheets.

• Go High Level: A marketing platform that will be integrated down the line to monitor external SEO campaigns.