Healthcare Virtual Assistant (Patient Coordinator + Right-Hand Assistant | Concierge Clinic | Calls + Admin | Long-Term)

I am a licensed acupuncturist and clinic owner based in the United States. I run a boutique, private-pay acupuncture and Chinese medicine clinic that provides high-touch, concierge-level care to our patients.

I am looking for a warm, reliable, and proactive Healthcare Virtual Assistant to serve as my patient coordinator and right-hand assistant. This is a long-term, high-trust role where you will support both clinic operations and light personal administrative tasks while helping create a smooth, professional, and caring patient experience.

This is NOT a call center role.
This is a concierge-style healthcare environment where patients return regularly and build relationships with the clinic. Over time, you will get to know our patients and become a consistent, professional point of contact for them.

About the Role:

I am a solo practitioner, full-time clinician, business owner, content creator, and mother. I am the only person running 3-4 treatments/hour. No physical person at front desk, so I need a dependable assistant who can help me stay organized, efficient, and one step ahead while I focus on treating patients in person.

Daily task volume is generally light, but the role requires:

-Responsiveness
-Warm communication
-Attention to detail
-Proactive support
-Professionalism at all times

???? Concierge-Level Patient Experience (Key Expectation)

We provide personalized, high-touch care. Patients are often in pain, nervous, or new to acupuncture, so communication must always be:

-Warm
-Calm
-Professional
-Empathetic
-Clear and organized
-You will speak with patients on calls, texts, and email, so strong spoken English and a reassuring tone are essential.

Patients should feel cared for, not processed. I do not need to close sales, the patients seek treatment and close themselves.

???? CORE RESPONSIBILITIES

Patient Coordination & Front Desk (Primary)
Answer incoming patient calls (OpenPhone)
Respond to new patient inquiries (text/email)
Schedule appointments accurately
Collect patient information (name, phone, email, reason for visit)
Send confirmations, reminders, and follow-ups
Ensure intake forms are completed on time
Maintain warm, professional communication
Be the first impression of the clinic from first inquiry to booking
Light weekend inbox monitoring (1–2 checks per day, asynchronous)

(NO cold calling. NO sales. NO medical advice.)

Clinic Operations & Efficiency Support:

Learn and use JaneApp (training provided)
Audit schedule for completeness and accuracy
Flag incomplete bookings or missing forms
Maintain organized communication records
Help improve front desk workflows and efficiency
Develop and update SOPs (Standard Operating Procedures)
Document systems and processes as the clinic grows

Right-Hand & Personal Administrative Support

This is a hybrid role. In addition to clinic coordination, you will also provide light personal assistant support to help reduce my mental workload.

Examples:
Inbox organization and prioritization
Calendar coordination and reminders
Document and workflow organization
Template drafting for common responses
Administrative organization tasks
Occasional research and coordination support

Optional Growth Opportunity (Long-Term)
For the right candidate, hours and responsibilities may grow over time to include:
Light social media organization/creation (if you're a creative, this is a bonus)
Content scheduling support
Organizing files and content ideas
Additional operational support as the clinic expands

? Hours, Schedule & Stability
-Weekly pay
-Availability required during U.S. EST clinic hours for responsiveness
-Light weekend inbox monitoring (asynchronous)
-Hours may increase to 12–15+ per week as the role grows
-Some weeks may be lighter in task volume, but responsiveness, professionalism, and proactive support are still expected.
-Even during lighter weeks or schedule changes, a minimum of agreed guaranteed hours will be maintained for the right long-term assistant as I value trust and relationships, but only once loyalty and consistently is established



Because this is a patient-facing, concierge-style healthcare role, a short video is required as part of the application.
Please submit a 1–3 minute video introducing yourself and answering the prompts below.

In your video, please:

Introduce yourself (name, location, and work experience)
Tell me what you enjoy doing for fun outside of work
Share your top 3 personal values in life (not work-related)
Explain why you believe you would be a great fit for this role
Speak as if you are answering a new patient calling a clinic for the first time (warm and professional tone)
This helps me understand your communication style, personality, and spoken English, which are very important for this role.
Applications without a video will NOT be considered.