Communications Specialist

Practice Type: Chiropractic / Healthcare Clinic
Hours: $6/Hour | 30-35 hours per week initially, with possible schedule variation based on clinic coverage needs
Schedule Requirement: Must be flexible with assigned shift and willing to work Saturdays

Position Overview

We are looking for a polished, reliable, and patient-focused Patient Care Communications Specialist to support a growing chiropractic clinic.

This role serves as the voice of the practice and will be the first point of contact for current and prospective patients. The ideal candidate must create a warm, calm, professional, and trustworthy experience across phone, text, voicemail, email, and scheduling workflows.

This is a high-volume communication role focused on patient calls, scheduling, follow-up, and retention. The candidate must be organized, emotionally aware, detail-oriented, and able to handle patient concerns with empathy and sound judgment.

Key Responsibilities

• Answer high-volume inbound patient calls professionally and promptly.

• Respond to patient texts, voicemails, emails, and fax-related messages in a timely and accurate manner.

• Schedule new patient appointments and collect complete intake information.

• Schedule, confirm, cancel, and reschedule existing patient appointments in MacPractice.

• Prioritize new patient inquiries and referral opportunities before routine rescheduling requests.

• Conduct follow-up and reactivation outreach for inactive or lapsed patients.

• Help convert patient inquiries into booked appointments.

• Maintain accurate patient records, scheduling notes, and communication documentation.

• Coordinate with in-office staff to keep the provider schedule full and organized.

• De-escalate patient concerns related to scheduling, billing confusion, insurance questions, or unexpected frustrations.

• Know when to listen, gather details, offer a callback, and avoid overwhelming the patient with unnecessary information.

• Support missed-call follow-up workflows and communication improvements inside Weave.

• Protect patient privacy and follow HIPAA standards at all times.

Required Qualifications

• Excellent spoken English with a clear, easy-to-understand, neutral accent.

• Strong written communication skills for SMS, email, and patient-facing messages.

• Prior experience as a Virtual Medical Assistant, Medical Receptionist, Patient Communication Specialist, Front Desk Coordinator, or similar healthcare support role.

• Comfortable handling high call volume in a fast-paced clinic environment.

• Strong patient service mindset, emotional intelligence, and common sense.

• Able to multitask across calls, texts, emails, voicemails, faxes, and scheduling tasks.

• Reliable, punctual, and proactive with attendance communication.

• Must own and work from a Mac OS device such as a MacBook, iMac, or Mac mini. This is a client-specific requirement.

• Must have reliable high-speed wired internet (LAN).

• Must be flexible with schedule assignments and willing to work on Saturdays if needed.

Preferred Qualifications

• Experience with MacPractice, Weave, Solutionreach, Podium, or similar healthcare communication platforms.

• Familiarity with chiropractic terminology, treatment plans, and recurring visit schedules.

• Experience with patient reactivation, new patient conversion, and provider schedule optimization.

• Prior experience supporting U.S. healthcare clinics.

Schedule Overview (Eastern)

VA

Mon

Tue

Wed

Thu

Fri

Sat

Sun

Hrs/week

VA 1

7:30-18:00

30-min break

7:30-14:00

7:30-14:00

7:30-14:00

7:30-14:00

OFF

OFF

36

VA 2

7:30-18:00

30-min break

7:30-14:00

7:30-14:00

7:30-14:00

7:30-14:00

OFF

OFF

36

VA 3

OFF

13:30-20:30

13:30-18:00

13:30-20:30

13:30-18:00

08:00-15:00

OFF

30

VA 4

OFF

13:30-20:30

13:30-18:00

13:30-20:30

13:30-18:00

08:00-15:00

OFF

30