Virtual Assistant – Patient Calls, Scheduling

Winning Assistants LLC

Virtual Assistant managing patient calls and scheduling for a busy audiology practice. Ensuring no calls go unanswered and maintaining smooth scheduling.

Posted 4/14/2026part-timeRemote • 🇵🇭 PhilippinesMid-LevelSenior💰 $5 - $6 per hourWebsite

Tech Stack

Tools & technologies

VoIP

About the role

Key responsibilities & impact

Handle phone overflow when patient care coordinators are busy
Answer incoming calls using RingCentral VoIP
Speak clearly, calmly, and slowly to accommodate hearing-impaired patients
Schedule and reschedule patient appointments using CycleNet (Solen)
Confirm appointments and assist with patient reactivation outreach
Triage calls appropriately and relay messages to the front desk team
Maintain accurate scheduling and call records
Provide end-of-day reports and updates to the front desk
Work closely with the in-office team to ensure seamless communication

Requirements

What you’ll need

Medical or healthcare experience: Required (audiology experience is highly preferred)
Virtual assistant experience: Required, especially in phone-heavy roles
Medical license: Not required
Minimal to no accent (this is critical due to hearing-impaired patients)
Excellent spoken English with clear pronunciation and steady pacing
Strong phone-handling and customer service skills
Proven experience with patient scheduling
Familiarity with CycleNet scheduling software (or similar systems)
Experience using RingCentral or other VoIP phone systems
Ability to stay calm and professional in a fast-paced environment
Must be proficient in speaking and writing English very clearly
Must have relevant work experience
Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
Must be available for video meetings with your camera on (when needed)
Device: Reliable laptop or desktop computer.
Internet: High-speed connection (minimum 10 Mbps).
Audio: Noise-canceling headset.
Video: Webcam for virtual meetings.
Workspace: Quiet, professional environment.

Benefits

Comp & perks

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.

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools

patient schedulingphone handlingcustomer serviceaudiology experiencevirtual assistant experienceclear pronunciationsteady pacingNBI clearanceLocal Police Clearance

Soft Skills

calmnessprofessionalismcommunicationinterpersonal skillsattention to detailadaptabilityteam collaboration