CPT-11625 Patient Relations & Administrative Virtual Assistant

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Title: CPT-11625 Patient Relations & Administrative Virtual Assistant

Independent Contractor – CPT-11625 Patient Relations & Administrative Virtual Assistant/Business Support VA/Entry-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A growing Texas-based men's health clinic operating under the GameDay Men's Health brand is seeking a dependable Business Support VA to manage patient communication, warm-lead follow-up, appointment confirmations, billing follow-up, and recurring administrative workflows.

The company provides cash-pay men's health services, including testosterone and weight-loss treatments. The VA will help reduce the administrative workload currently handled by clinical staff, ensuring prospective and existing patients receive timely communication and that important follow-ups are completed.

The ideal candidate has excellent communication skills, a strong customer-service background, and the ability to build rapport with patients while maintaining accurate records and consistent follow-through.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Patient Communication & Lead Follow-Up

• Answer incoming calls and respond to routine patient inquiries
• Contact warm leads who have submitted inquiries through the website or advertising
• Explain available services, pricing information, and appointment options using approved guidance
• Schedule initial consultations and appointments for interested prospective patients
• Follow up with new and existing patients regarding outstanding questions or next steps
• Escalate clinical or treatment-related questions to authorized medical staff

Appointment & Patient Coordination

• Confirm upcoming appointments and patient attendance
• Follow up on incomplete intake forms and required documentation
• Coordinate appointment changes and reminders
• Contact existing patients regarding routine treatment-related follow-ups as directed
• Maintain accurate notes and communication records
• Help ensure patients receive timely and professional service

Billing & Administrative Support

• Follow up with patients regarding past-due invoices and outstanding payments
• Track payment statuses and flag unresolved billing issues
• Update patient census records as new patients enroll
• Maintain accurate active and inactive patient classifications
• Keep patient information and administrative records organized
• Provide routine updates to clinic management regarding outstanding tasks and follow-ups

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Strong phone-based customer-service experience required
• Excellent spoken and written English required
• Warm-lead follow-up experience strongly preferred
• Administrative or patient-coordination experience preferred
• Healthcare, medical-office, or wellness-industry experience is a plus
• CRM or patient-management system experience preferred
• Billing follow-up or accounts-receivable experience is a plus
• Strong data-entry and record-management skills required
• Ability to maintain patient confidentiality and follow applicable privacy procedures required
• HIPAA certification required

IDEAL CANDIDATE PROFILE

• Warm, confident, and professional communicator
• Strong customer-service and rapport-building skills
• Comfortable discussing routine services and appointment options
• Highly organized and detail-oriented
• Proactive with follow-up and patient communication
• Dependable with recurring administrative responsibilities
• Comfortable learning healthcare-specific processes and terminology
• Able to work independently while supporting clinical staff

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• CRM / Patient Management Systems – Client Training Provided
• Phone / VoIP Communication Platforms
• Email & Calendar Platforms
• Microsoft Office / Google Workspace
• Patient Scheduling & Billing Systems

Work Schedule

• Contracted Hours per Week: 32 Hours
• Scheduled Working Days: Tuesday–Friday (Part-time weekend availability is A Plus)
• Daily Working Time: 8 hours/day during clinic operating hours – Exact Schedule TBD CST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level
• Contracted Hours per Week: 32 hours/week
• Daily Working Time: 8 hours/day during clinic operating hours – Exact Schedule TBD CST
• Scheduled Working Days: Tuesday–Friday (Part-time weekend availability is A Plus)
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Native or near-native English accent required); Bilingual English/Spanish candidates will be considered as well
• REGION PREFERENCES: Offshore or Nearshore

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!