Front Desk Medical Virtual Assistant and Operations Specialist

We are seeking a patient-focused Front Desk & Operations Specialist to oversee our one-stop check-in and checkout system. In this role, you will lead the patient experience—ensuring every individual is greeted warmly, scheduled seamlessly, and guided through payments and billing before departure.

As our clinic transitions away from insurance reliance toward a cash/out-of-network model, this position requires minimal complex insurance billing knowledge. Instead, it places heavy emphasis on calendar optimization, proactive patient retention, and detailed system ownership of ChiroTouch and TrackStat.

Requirements

Patient Experience & Desk Operations

• Greet incoming patients warmly and manage inbound/outbound calls via the Vantage phone system.
• Direct the end-to-end checkout experience: confirm follow-up appointments, resolve ledger balances, and ensure zero un-scheduled patients upon departure.
• Process appointment requests, reminders, and patient communication through TrackStat.
• Follow up promptly on missed or canceled appointments to maintain optimal patient retention and schedule density.

Financials & Patient Accounts

• Collect co-pays, cash payments, and send digital payment links during or immediately following visits.
• Manage ledger issues and answer basic patient questions regarding non-assignment billing.
• Issue super bills or file claims on behalf of patients without accepting direct insurance assignment.

Systems & Process Ownership

• Take full ownership of ChiroTouch and TrackStat, optimizing workflows, automated communications, and schedule setups.
• Coordinate with team members using Go High Level (where applicable) to support marketing or messaging workflows.

Qualifications & Requirements

Required Technical Expertise

• ChiroTouch: Proven hands-on experience navigating and managing patient records and schedules (Strictly Required).
• TrackStat: Strong experience utilizing and optimizing TrackStat for patient recall and communication workflows (Strictly Required).