Healthcare Virtual Assistant - Patient Services Coordinator & Appointment Conversion (Onsite)

About the Role:



Snapscale is looking for a warm, confident, and highly personable Patient Services Coordinator / New Patient Coordinator to support a growing US-based healthcare and wellness practice.

The ideal candidate is someone who genuinely enjoys talking to people, has excellent spoken English, and can handle longer, consultative conversations rather than simply answering questions or taking messages. You should be comfortable building trust with prospective patients who may be unfamiliar with the services, have concerns, or are comparing different providers.

The role will also support appointment scheduling, patient intake, insurance eligibility verification, referral coordination, and other administrative tasks as needed.

Responsibilities may include:



• Answer inbound calls from prospective and existing patients
• Serve as the first point of contact and create a warm, welcoming patient experience
• Engage prospective patients in consultative conversations to understand their needs and concerns
• Educate prospective patients about the practice, services, and appointment process
• Build trust and rapport with callers through empathetic and professional communication
• Confidently guide qualified prospective patients toward scheduling an appointment
• Convert new patient inquiries into scheduled appointments
• Manage appointment scheduling, rescheduling, and confirmations
• Follow up on missed calls and prospective patient inquiries when needed
• Help minimize missed opportunities and improve new patient conversion
• Assist patients with intake paperwork and follow up on incomplete forms
• Perform insurance eligibility verification after training
• Support referral management and prior authorization processes as needed
• Maintain accurate patient information and perform EMR data entry and record updates
• Assist with patient follow-ups and administrative communications
• Support EMR data migration and other administrative projects during lower call volumes
• Follow established scripts, workflows, and standard operating procedures
• Maintain accurate records and complete assigned administrative tasks within required timelines

Perks:

• Health Maintenance Organization (HMO)
• Government-mandated benefits
• 13th month pay
• Night differential pay
• Transportation allowance
• Perfect attendance bonus
• Other employee incentives
• Yearly salary increase
• Free lunch everyday
• Opportunities for career growth and development
• Fun and supportive working environment

Requirements

• Previous experience in customer service, healthcare, medical administration, sales, patient coordination, or a similar role
• Excellent spoken and written English communication skills
• Strong phone communication and customer service skills
• Comfortable handling 10–12 minute consultative conversations with prospective patients
• Naturally warm, friendly, energetic, and personable
• Strong ability to build rapport quickly and make callers feel comfortable
• High emotional intelligence and empathy when communicating with patients
• Confident in answering questions, explaining processes, and addressing concerns
• Comfortable guiding conversations toward appointment scheduling and conversion
• Professional appearance and strong presence during video calls or virtual meetings
• Highly organized, coachable, and process-driven
• Comfortable working with computers, email, scheduling systems, and electronic medical records
• Willing to learn insurance eligibility verification, referral management, prior authorization workflows, and client-specific processes
• Able to follow scripts, documented workflows, and standard operating procedures consistently
• Strong attention to detail when handling patient information and administrative records
• Able to work independently while maintaining consistent performance and accountability
• Must be willing to work onsite

(Optional) Key Performance Indicators:



• New Patient Conversion Rate
• Number of New Patient Appointments Scheduled
• Missed New Patient Calls
• Quality and consistency of patient communication
• Completion of assigned daily administrative tasks