Virtual Receptionist VA

VIRTUAL RECEPTIONIST VA -- ALLIED HEALTH SUPPORT
Part-Time | Remote | 80 hrs/month | Mon-Fri Australian Business Hours


ABOUT US

The Collaborative Co. is an Australian business support company with a remote team of dedicated virtual assistants. We work closely with our tea ---------- mbers to deliver high-quality support across our operations -- and we are growing.

We are currently looking for a Virtual Receptionist VA to join our team and take on a dedicated support role within the allied health and psychology space.


ABOUT THE ROLE

As our Virtual Receptionist VA, you will be the first point of contact for patients and referring clinicians across busy allied health clinics. You will manage a high volume of calls, emails, and appointment workflows across multiple clinic systems.

This is not a guesswork role. SOPs, clinic manuals, and FAQs are provided and training will be given. The expectation is straightforward -- do the job well, keep the inbox close to zero daily, communicate proactively, and ask when unsure rather than assume.

A win in your first 30 days looks like: calls handled professionally, inbox near zero, patients supported warmly, and you proactively stepping up when things are quiet.


KEY RESPONSIBILITIES

Reception and Patient Support
- Answer and manage high-volume incoming calls professionally across multiple clinics
- Manage email inboxes daily -- maintaining close to zero at all times
- Book, reschedule, and cancel patient appointments
- Upload and action referrals across clinic systems
- Provide warm, professional support to patients including those presenting with mental health concerns
- Conduct general patient check-ins as required

Admin and Policy
- Communicate late cancellation fees and enforce the 24-hour cancellation policy via email
- Escalate issues to the relevant Practice Manager using clinic SOPs and FAQs as a first reference
- Support other tea ---------- mbers proactively when your capacity allows


TOOLS YOU WILL USE

- Phone system: WebEx
- Communication: Voxer and Microsoft Outlook
- Practice management: Clinico, Galaxy, Xanda
- Productivity: Google Workspace and Spreadsheets
- Access: LastPass and Australian VPN


WHO WE ARE LOOKING FOR

- Exceptional written English -- professional, error-free, client-facing ready (5/5)
- Exceptional spoken English -- confident and professional on calls (5/5)
- Warm, empathetic, and genuinely calm under pressure
- Strong customer service or reception background in any industry
- Comfortable and emotionally mature working around mental health topics
- Proactive communicator -- over-communicates rather than under-communicates
- Knows when to problem-solve independently and when to escalate

Healthcare or allied health experience is not required. Personality, communication quality, and emotional maturity matter most.


TECHNICAL REQUIREMENTS (NON-NEGOTIABLE)

- High-speed, stable internet connection
- Laptop or desktop computer with headset for WebEx calls
- Australian VPN for all phone-based tasks
- Mobile phones, tablets, and iPads are not accepted as primary work devices


WORKING ARRANGEMENT

- Part-time, fully remote
- 80 hours per month
- Monday to Friday, Australian Business Hours
- Minimum 3-month engagement
- Strong long-term growth potential for the right person


HOW TO APPLY

Ready to apply? Complete our online application form using the link below:

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The form includes role-specific questions and a short written skills task. Please allow 15-20 minutes to complete it thoroughly. Answer all questions in your own words.

Application Deadline: Friday, 19 June 2026
Applications received after the closing date will not be reviewed.

We look forward to hearing from you!
-- The Collaborative Co. Team