Virtual Medical Assistant Administrative and Reception Support

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

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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.

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

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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

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

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

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

3. Documentation and Intake Support

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

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

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

4. Future Administrative and Marketing Support

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

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

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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

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

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

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

Professional Skills

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

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

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

Preferred Qualifications

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Previous experience w