Virtual Medical Assistant
Administrative and Reception Support

Remote | Chiropractic Clinic | 30 Hours/Week | $6/Hour
U.S. Eastern Time | Target Start Date: Early August 2026

About the Role

We are looking for a highly organized, professional, and dependable Virtual Medical Assistant to support a chiropractic clinic. This position will focus primarily on reception, patient communication, scheduling coordination, documentation, and administrative support.

You will serve as a key point of contact for patients and work closely with a small, collaborative clinic team. The ideal candidate communicates confidently over the phone, manages multiple responsibilities efficiently, and remains calm and solution-focused when handling urgent or emotional patient concerns.

Key Responsibilities

1. Reception and Patient Communication

• Handle inbound and outbound calls through the clinic's VoIP system, screen routine inquiries, assist patients, and route urgent concerns to the appropriate team member.

• Monitor text messages, platform chats, and voicemails, respond to basic questions, coordinate appointment requests, and prioritize messages requiring immediate action.

• Provide a professional and welcoming patient experience while managing multiple communication channels and supporting the clinic's daily workflow.

2. Scheduling and Care Plan Tracking

• Coordinate appointments, address scheduling requests, and ensure updates are accurately communicated to patients and the in-office team.

• Track each patient's progress from the initial evaluation through care plan presentation, acceptance, and follow-up using project management and clinic systems.

• Enter care plan information, checklists, timestamps, and reminders into the electronic medical record system to ensure timely follow-up.

3. Documentation and Intake Support

• Pre-populate reassessment forms using existing patient information so documents are ready before the patient arrives.

• Review new patient onboarding requirements and confirm that intake paperwork is completed before the scheduled appointment.

• Follow up with patients regarding incomplete forms and maintain accurate, organized, and confidential documentation.

4. Future Administrative and Marketing Support

• Communicate with attorneys by phone or email to follow up on patient cases and personal injury documentation when required.

• Monitor and organize leads generated through SEO campaigns and external digital marketing platforms.

• Contact prospective patients through calls or messages, answer basic questions, and help convert qualified leads into scheduled appointments.

Work Schedule

This position follows a split-shift schedule designed to align with the clinic's operating hours.

Day

Working Hours in Eastern Time

Monday and Tuesday

9:00 AM to 1:30 PM and 2:45 PM to 6:45 PM

Wednesday

7:00 AM to 1:00 PM

Thursday

2:30 PM to 7:00 PM

Friday to Sunday

Flexible 2.5 hours total for brief check-ins and outstanding appointment requests

Candidates must be comfortable with the split-shift arrangement and available to consistently work during the required Eastern Time hours.

Mandatory Qualifications

• At least one year of experience supporting a U.S.-based medical, wellness, or administrative clinic.

• Advanced or near-native English verbal and written communication skills, with clear and professional phone communication.

• Strong comprehension, active listening, multitasking, organization, and attention to detail.

Professional Skills

• Ability to remain calm, grounded, and solution-oriented when assisting emotional, frustrated, or urgent patients.

• Confidence managing phone calls, messages, appointment requests, paperwork, and administrative tasks simultaneously.

• Ability to work independently, follow established workflows, protect patient confidentiality, and communicate proactively with a remote team.

Preferred Qualifications

• Previous experience working with a chiropractic office, wellness facility, or similar healthcare practice.

• Familiarity with legal, attorney, personal injury, or patient case documentation.

• Experience following up with marketing leads and converting prospective patients into scheduled appointments.

Tools and Platforms

Experience with all platforms is not required, but familiarity with healthcare, communication, and project management software is highly preferred.

• Platinum System: Electronic medical records and patient care plan documentation

• Sked: Patient text messaging and appointment management

• Monday.com: Internal tracking, business statistics, metrics, and workflows

• IntakeQ: Digital patient onboarding and intake paperwork

• Vonage: Inbound and outbound phone communication

• Google Docs and Google Sheets: Documentation, tracking, and collaborative administrative work

• GoHighLevel: Future marketing lead and campaign management

Ideal Candidate

The ideal candidate is polished, patient-focused, resourceful, and highly dependable. You should be comfortable taking ownership of administrative responsibilities, communicating with patients throughout the day, and keeping information organized across several platforms.

This role is best suited for someone who enjoys supporting a small healthcare team, improving workflows, and helping create a smooth and welcoming experience for every patient.