Healthcare Virtual Assistant - with GHL experience

We are looking for a Healthcare Virtual Assistant / US Clinic Coordinator to serve as a Remote Appointment Setter and Patient Intake Specialist. In this role, you will be the first point of contact for new patients and referrals at a growing physical therapy practice. This sales-driven, intake-focused position involves converting inbound opportunities into scheduled evaluations with high attendance, using GoHighLevel (GHL) to manage leads, pipelines, and follow-ups. You will ensure HIPAA compliance, maintain accurate documentation, and communicate professionally at all times.

This is not a typical virtual assistant or front desk role. Success is measured by completed evaluations, and we’re looking for someone organized, coachable, confident on the phone, and motivated by results.

Key Responsibilities:
Lead Management & Conversion
Respond promptly to inbound leads via phone, text, and email
Call new leads within minutes whenever possible
Educate prospective patients on physical therapy and guide conversations toward scheduling evaluations
Handle objections professionally and follow up persistently
Offer in-person or virtual screens when appropriate
Confirm appointments and reduce no-shows


Referral & Intake Management

Manage physician referrals, personal injury inquiries, and leads from paid ads/Facebook
Accurately identify and document referral sources, including attorney or adjuster information
Support scheduling and intake for referred and personal injury patients
Maintain professional, respectful communication with referral partners


Reactivation & Retention

Work the lost patient log consistently and reactivate discharged patients
Outreach to patients who have met deductibles or require follow-up care
Re-engage high-frequency and referral-friendly patients
Support seasonal or campaign-based reactivation initiatives


Systems & Documentation

Schedule patients accurately in Prompt EMR
Manage leads, pipelines, and follow-ups using GoHighLevel (GHL)
Communicate via Weave for calls, texts, and voicemail
Monitor and respond to clinic email inbox
Document every interaction clearly—if it’s not documented, it’s assumed it didn’t happen
Maintain clean, up-to-date records at all times


HIPAA & Compliance (Non-Negotiable):

Strict adherence to HIPAA and clinic privacy policies
Sign confidentiality and HIPAA agreements and complete required training
Use only approved systems, logins, and VPN connections
Never store, share, screenshot, or mishandle patient data
Subject to monitoring, including screen activity, call audits, VPN logs, and KPI reviews
Any violation results in immediate termination