Welcomeware & Administrative Specialist (Remote)

Department: Operations / Patient Experience
Employment Type: Full-Time / Independent Contractor (depending on classification)
Work Location: Remote
Compensation: $6.00 per hour (opportunity for increase after 6 months based off performance)

About the Role

We are looking for a Welcomeware & Administrative Specialist to join our remote team and support both our patient-facing operations and day-to-day administrative needs.

This role is for someone who is comfortable communicating with patients, managing administrative tasks, keeping information organized, and supporting internal teams. The ideal candidate is professional, detail-oriented, proactive, and able to manage multiple responsibilities with minimal supervision.

The right person should be more than just a task executor—they should be someone who can take ownership, stay organized, identify what needs to be done, and help keep daily operations running smoothly.

Position Summary

The Welcomeware & Administrative Specialist will support the patient experience through virtual front-desk and Welcomeware responsibilities while also providing administrative and operational support to the team.

This position requires strong communication skills, attention to detail, organization, and the ability to work independently in a remote environment.

Key Responsibilities

Welcomeware / Patient Support

• Greet and communicate with patients warmly and professionally through virtual platforms.
• Assist patients with questions, concerns, and general requests.
• Support virtual check-in and other patient-facing processes.
• Review patient information and records as needed to support administrative workflows.
• Verify patient information and assist with insurance-related administrative processes when applicable.
• Assist with collecting and documenting required patient information.
• Enter accurate notes, information, and documentation into appropriate systems.
• Assist with scheduling and coordinating future patient appointments according to established processes.
• Communicate with internal teams regarding patient needs, scheduling, and follow-up items.
• Maintain a professional and positive patient experience across all interactions.

Administrative Support

• Provide general administrative support to internal teams and leadership.
• Assist with data entry, document preparation, and information tracking.
• Manage and organize digital files and administrative documents.
• Assist with updating and maintaining internal trackers, databases, and spreadsheets.
• Support the preparation of reports, lists, and other administrative materials.
• Assist with email communication and routine administrative correspondence.
• Help identify administrative tasks or processes that can be improved or streamlined.
• Support other operational projects and administrative needs as they arise.

Coordination & Team Support

• Communicate clearly and consistently with remote team members.
• Coordinate with different departments to ensure tasks and follow-ups are completed.
• Track outstanding items and follow up when necessary.
• Maintain confidentiality when handling company and patient-related information.
• Follow established procedures, policies, and documentation standards.
• Take ownership of assigned responsibilities and complete tasks with minimal supervision.

Qualifications

Required:

• At least 1 year of BPO, virtual assistant, customer service, healthcare support, or similar experience.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Strong attention to detail and accuracy.
• Comfortable handling multiple tasks and priorities.
• Ability to work independently in a remote environment.
• Proficient with Google Workspace and common office applications.
• Comfortable learning and using new software and systems.
• Professional and reliable communication style.
• Proactive attitude and willingness to take ownership of responsibilities.

Preferred:

• Experience working with US-based clients or companies.
• Experience in healthcare, physical therapy, medical administration, or a similar service-based environment.
• Experience with scheduling, patient coordination, or virtual receptionist responsibilities.
• Experience with administrative support or operations.
• Experience with electronic medical records (EMR) or healthcare-related systems.
• Experience with project management or task management platforms.
• Previous experience working as a VA.

Remote Work Requirements

• Quiet and professional work environment.
• Reliable high-speed internet connection.
• Computer/laptop capable of handling multiple applications.
• Backup internet connection or mobile hotspot.
• Backup power solution.
• Noise-canceling headset for calls.
• Webcam for video meetings.
• Ability to maintain consistent availability during scheduled working hours.

What We're Looking For

We are looking for someone who:

• Communicates professionally and confidently.
• Is highly organized and detail-oriented.
• Can balance patient-facing responsibilities with administrative work.
• Takes initiative instead of waiting for instructions.
• Can manage multiple tasks without losing track of priorities.
• Is comfortable working independently and remotely.
• Learns new systems and processes quickly.
• Takes ownership and follows through on assigned work.
• Understands the importance of accuracy, confidentiality, and professionalism.
• Is willing to step in and help with different administrative needs as the company grows.

Why Join Us?

This role provides an opportunity to become an important part of a growing healthcare organization. You'll have the opportunity to work across both patient experience and administrative operations, develop a broad range of skills, and take on increasing responsibility as the team grows.