Virtual Receptionist (CG - 10032024 - PTVR)

Position: Virtual Receptionist
Number of hours: 17 hours/week
Schedule: EST
Tasks required:

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Client Support:
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Respond to client inquiries via email and other communication methods regarding appointments, service offerings, and general inquiries.

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Assist clients with booking, cancellation, and rescheduling appointments through the company's online booking platform.

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Provide support in navigating the company’s website, including the new booking and online payment features.

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Act as a liaison between clients and service providers to facilitate clear communication and resolution of issues.

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Address concerns and escalate complex issues to appropriate team members.

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Service Provider Support:
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Assist all service providers with scheduling, session updates, and client management.

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Act as a liaison between service providers and accounting team to ensure that the service providers are paid in a timely manner.

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Ensure all client details are updated and accurately reflected in the Electronic Medical Record software (Medexa) and telehealth tools (Microsoft Teams).

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Coordinate between service providers and management teams to ensure seamless experience for service providers.

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Administrative Tasks
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Manage the scheduling of appointments across the team of service providers, making adjustments as needed to accommodate client or service provider changes.

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Ensure proper documentation of client interactions, including updating client files, and payment details within Medexa and other platforms.

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Track and manage online payments within Stripe and address any payment-related queries or issues from clients and providers.

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Organize and maintain internal files, ensuring compliance with privacy regulations (HIPAA or PIPEDA where applicable).

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Additional Responsibilities:
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Submit weekly reports detailing client and service provider inquiries, including their status and proposed resolution paths.

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Oversee all communication channels including the company’s email accounts.

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Provide support for ongoing initiatives such as the IFHP initiative. Assist with promotional activities, including emailing existing clients regarding new services or features.

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Perform other duties as assigned to ensure a smooth operation

Requirements :

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Minimum of 2 years proven work experience in customer service, administrative support , or related field

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High school diploma or equivalent; post-secondary education in business administration, or related fields is an asset.

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Experience in the healthcare industry, particularly with telehealth or clinic management, is a plus

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Familiarity with booking and payment systems as Stripe and Microsoft Teams , is preferred

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Experience with word-processing software and spreadsheets (e.g. MS Office)

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Knowledge of online calendars and scheduling (e.g. Google Calendar)

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Excellent phone, email and instant messaging communication skills

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Ability to manage multiple tasks with efficiency and attention to detail

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Ability to work independently and as part of a team in a remote office environment

Originally posted on Himalayas