Healthcare Front Desk & Administrative Support

This is a remote position.

Schedule: Monday through Friday, 8:00 AM to 5:00 PM Mountain Time (MT)

Breaks: Paid 30-minute lunch and two paid 15-minute breaks; must be flexible to briefly return during a break to answer a call, then resume the break

Target start: August 10, 2026

KEY RESPONSIBILITIES

• Level 1 (L1) phone answering — answering inbound patient and prospect calls live,

professionally, and warmly.

• Handling inbound leads across email, SMS, and phone, including timely callbacks.

• Timely reach-outs to warm leads to move them toward booking.

• Appointment scheduling within the client's systems.

• Warm hand off to the client's on-site front desk staff when a task falls outside the VA’s scope or comfort level.

SYSTEMS & TOOLS

The client provides all logins. Prior hands-on experience with these exact tools is a strong plus

but not a hard requirement — aptitude and trainability matter more. Testing may be required to

confirm the VA can access the client’s systems from their location.

• EMR: Prompt

• Phone & SMS: Weave

• CRM: GoHighLevel (client plans to migrate to HubSpot later; not required at start)

• Team chat: Slack (External Connections channel)

APTITUDE PROFILE

Target levels for candidate screening and testing:

• Customer / phone communication: HIGH — non-negotiable (see make-or-break

screen above).

• Written communication: HIGH — professional email and SMS to patients and

prospects.

• Attention to detail: HIGH — accurate scheduling and patient records in a HIPAA

environment.

• Reading comprehension: MEDIUM to HIGH — follows detailed SOPs; the clinic

documents everything.

• Technical / systems aptitude: MEDIUM — comfortable learning EMR, CRM, and

phone/SMS tools quickly.

• Self-managing and reliable — works independently, judged on results rather than hours

logged.

• Warm and patient with callers, including anxious patients and parents of pediatric

patients.

• Discreet and compliance-minded — understands the seriousness of handling protected

health information.

• Coachable and process-oriented — comfortable following and improving detailed SOPs.

Requirements

Technical Requirements:

*Internet speed: Minimum 50 Mbps upload and download (wired connection strongly preferred).

*A verified backup internet connection is required — mobile phone hotspots are not acceptable as backup.

*Dedicated wireless dongles or secondary ISP connections are acceptable backup solutions.

*Backup power source required (UPS or generator) to maintain connectivity during outages.

*Quiet, professional workspace suitable for voice work — free from background noise and interruptions.

*Noise-canceling headset required.

*Reliable computer with sufficient processing power to run software systems and softphone simultaneously.

*You must have Windows 11 or the most recent Apple OS / Update

Benefits

Compensation & Payments

Competitive hourly rate

On-time payments, every time

Payments processed via Wise

Training & Support

Direct client training provided — you are never thrown in blind

HIPAA certification provided at no cost to you

Dedicated Account Manager as your point of contact

Clear escalation paths — you always know who to go to

Work Environment

100% remote — work from home

U.S.-based company with structured operations

Stable, long-term account placements (not gig-style work)

Supportive team culture across all accounts

Growth & Experience

Build your U.S. industry experience

Exposure to multiple practice types and platforms

Potential for increased hours or additional accounts based on performance

Strengthen your resume with verified, legitimate U.S. client experience

Recognition

Tenure recognition for long-term team members

We value loyalty and recognize those who grow with us