Healthcare Scheduling and Front Desk Virtual Assistant (PT + Pediatric OT Clinics)

Type: Full-time, 36 hrs/week, Monday to Friday
Hours: Monday-Thursday 8-4 and Friday 8-12 US Central Time (CDT). You must work US Central business hours.
Salary: $1,000-$1200 USD/month, paid twice a month, based on experience
Location: Philippines-based, work from home
Tools you will use: GoHighLevel (GHL), Jane App, Stripe, Google Workspace

About the role
We run two connected healthcare practices. One is a physical therapy, Pilates, and performance training studio. The other is a pediatric occupational therapy clinic.

We are hiring one detail-driven virtual assistant to run scheduling, client and parent communication, payments follow-up, and intake for both businesses.

This is a live front-desk role. You will answer and place phone calls using our GHL business phone number, so clear spoken English and a confident, warm phone presence are required with a focus on hospitality-approach with clients.
You will be the first point of contact for patients, athletes, and parents, and you will keep our schedules full, our paperwork complete, and our balances current.

You are organized, calm under a busy phone line, and you follow through without being reminded.
You are experienced with following and developing SOPs and documentation of your work for communication. You are comfortable exploring automation of repetitive tasks.

What you will do
Scheduling and operations (both practices)
Schedule PT evaluations, follow-ups, Pilates sessions, performance training, and pediatric OT evaluations and follow-ups in Jane App
Manage cancellations, reschedules, and waitlists
Fill schedule gaps proactively
Confirm appointments and make sure the correct appointment type is booked

Communication
Answer and place live phone calls using our GHL phone number
Respond to texts and messages through GHL and Jane
Send appointment reminders
Answer basic pricing, scheduling, and service questions
Follow up with new leads and interested families
Re-engage inactive clients and athletes
Communicate schedule updates to clinical staff

Payments and collections
Review client balances before appointments
Send payment reminders, invoices, and Stripe payment links
Monitor unpaid balances, failed cards on file, and copay follow-up
Track Pilates packages and memberships

Intake and onboarding
Send intake paperwork and forms and ensure they are completed before appointments and evaluations
Verify uploaded information, insurance documents, and cards on file
Confirm clients are prepared for their appointment type
Daily organization and reporting
Review daily and next-day schedules
Track no-shows and cancellations
Submit a daily end-of-shift summary to Henry Davis for RESET and to Kadisha for K KIDS
Flag operational concerns and anything that needs escalation
Keep communication threads organized and documented in Google Workspace

What we are looking for
Experience with HIPPA
Prior experience as a healthcare, medical, or clinic virtual assistant (PT, OT, chiropractic, dental, or similar) strongly preferred
Experience with Jane App or a comparable practice management or EMR system
Experience with GoHighLevel is a strong plus
Comfortable with Stripe and Google Workspace
Excellent spoken and written English. You will be on live calls with US clients and parents every day
Comfortable handling money conversations: balances, payment reminders, failed cards
Strong attention to detail with intake forms and insurance documents
Reliable home internet with proof of service required (a copy of your ISP plan and a current speed test)
A quiet workspace, a working headset, and a backup power or internet plan
Able to work full-time on US Central business hours
Discreet and professional. You will handle sensitive patient and family information

How to apply
Applications that skip these points will not be reviewed.
Create and UNSCRIPTED Loom video and describe your experience scheduling patients or clients and handling live phone calls in a healthcare or clinic setting. Which software did you use?
Confirm you can work Monday to Friday, 8:00 AM to 5:00 PM US Central Time, and attach proof of your internet service (ISP plan plus a speed test).
In writing, tell me how you would handle this scenario. A client has an unpaid balance and a failed card on file, and they are booked for tomorrow. Walk me through, step by step, how you would handle it.