Home Care Virtual Assistant - Front Desk, Calls & Scheduling
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Description
Home Care Virtual Assistant – Front Desk, Calls & Scheduling
Description
Position Type: Full-Time | Independent Contractor
Work Hours: 8:00 AM–5:00 PM EST
Work Days: Monday–Friday
Pay Rate: $5–$6 USD/hour
Workplace: Remote
Preferred Candidate Location: Philippines
About the Role
We’re looking for a friendly, dependable Virtual Assistant to manage front desk calls and staff scheduling for a well-established U.S. home care agency with over 70 employees serving more than 50 clients.
You’ll be a key point of contact for patients, clients, caregivers, and nurses—answering questions, coordinating schedules, and helping ensure care continues smoothly when staff availability changes. We need someone who communicates naturally, follows through, and feels like a trusted part of the agency.
Key Responsibilities
- Handle inbound calls: Answer calls from patients, clients, caregivers, and employees promptly and professionally.
- Make outbound calls: Return calls, confirm schedules, contact available staff for replacement coverage, and communicate service updates.
- Manage scheduling: Maintain caregiver and nursing schedules, address staff call-outs, and coordinate last-minute replacements.
- Provide virtual front desk support: Address routine inquiries, take accurate messages, route concerns, and escalate urgent matters appropriately.
- Keep patients, clients, and staff informed about scheduling changes and follow up on unresolved concerns.
- Maintain accurate call notes, schedules, and relevant records in the agency’s home care management system.
- Help minimize missed calls and coverage gaps while completing responsibilities within scheduled hours.
Requirements
- Relevant experience in medical reception, healthcare front desk support, phone-based patient service, or home care scheduling.
- Experience handling inbound and outbound calls with a warm, professional, and attentive approach.
- Experience coordinating appointments or staff schedules and responding to last-minute changes.
- Excellent spoken and written English.
- Strong organization, attention to detail, and follow-through.
- Ability to manage calls and scheduling requests, work independently, and escalate concerns appropriately.
- Availability to work Monday–Friday, 8:00 AM–5:00 PM EST.
- Must submit an NBI Clearance and/or Local Police Clearance before onboarding.
- Must be available for video meetings with your camera on when needed.
Preferred Qualifications
- Experience supporting a U.S. home care agency.
- Experience managing caregiver call-outs and arranging replacement coverage.
- Familiarity with GEO/GEOH or similar home care scheduling and management software.
Basic Requirements
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
- Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
- HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
- Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
- Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
- Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.
Skills
As published by workable · 18 questions · 1 written answer
Basics
First name, Last name, Email, Phone, Address, Education, Experience, Resume, Cover letter
Short answers (3)
- What is your Date of Birth?
- What is your full government name? (Please enter it in this order: first name, middle name, last name. We use this to properly organize applicants who may have similar names.)
- In a 1–2 minute voice recording, please answer the following question(s): Describe the most challenging phone call you’ve handled, how you resolved it, and how you managed competing priorities while addressing the caller’s needs. To record your answer, you can use a free recorder such as www.vocaroo.com. Simply click record, speak clearly. Once you’re done recording, copy the link and paste it below.
Pick from a list (14)
- Are you available to work at this time schedule?
- Do you accept the payment rate listed in the job description for this role?
- Do you have more than 1 year of experience working in the healthcare industry preferably with US clients/companies?
- Do you have experience using EMRs (Electronic Medical Record) and EHRs (Electronic Health Record)?
- Do you have experience using CRMs or related softwares?
- Are you able to join video calls (Zoom, Google Meet, etc.) during your shift and turn on your camera if needed?
- Do you have a reliable computer, headset, and camera available for work if you are offered the position?
- This role requires a background check clearance (NBI clearance, local police clearance, or equivalent). Will you be able to provide one if hired?
- Have you ever been convicted of any crime involving fraud, theft, dishonesty, or breach of trust?
- Have you ever been involved in any incident where client or company information was mishandled, leaked, or misused?
- Have you ever been terminated, dismissed, or asked to resign from a previous job due to misconduct, violation of company policy, or performance issues?
- Please mark all that you have experience with
- Do you have experience handling inbound calls from patients, clients, and caregivers or employees for a U.S. healthcare provider or home care agency?
- Have you managed caregiver or healthcare staff schedules, including finding replacement coverage for last-minute call-outs?
Written answers (1)
- Is there any additional information you’d like to share that may help us better understand your qualifications for this role? (If not, put "none")