Medical Administrative & Lead Intake Specialist

Job Title: Medical Administrative & Lead Intake Specialist

Job Code: [DHJ-PT]

Position type: Full-Time

Working Hours:  9:00 AM -6:00 PM Pacific Daylight Time, Monday - Friday

Salary rate : $5-$7 per hour

We are seeking a proactive and tech-savvy Medical Virtual Assistant to support both our main office and satellite clinic operations. This role combines patient communication, lead nurturing, appointment coordination, administrative support, and healthcare-related back-office tasks.

The ideal candidate is confident on the phone, experienced in handling objections, highly organized, and comfortable working with multiple systems including CRM, phone, EHR, and AI-based platforms. Healthcare experience and strong English communication skills are highly preferred.

Key Responsibilities:

• Handle inbound and outbound calls for both the main office and satellite clinic locations
• Provide phone support for satellite clinic operations 2–3 days per week
• Respond professionally to patient inquiries, appointment requests, and follow-ups
• Assist with call routing, voicemail management, and patient communication
• Qualify incoming leads from social media campaigns, marketing efforts, and cold outreach
• Conduct discovery and consultation scheduling conversations with prospective patients
• Coordinate therapist appointments and maintain scheduling accuracy
• Follow established nurturing workflows and objection-handling strategies
• Maintain excellent patient/customer experience throughout the intake process
• Manage and update CRM records using Go High Level (GHL)
• Monitor no-shows, cancellations, reschedules, and follow-up communications
• Support marketing campaign tracking and monitoring
• Assist in AI system monitoring and oversight using Paula AI
• Cross-train to support multiple clinic locations and workflows
• Assist with billing-related administrative tasks
• Perform insurance eligibility verifications
• Support prior authorization processing and documentation
• Maintain accurate patient information and records in WebPT and other systems

Requirements

• At least 1 year of previous experience in healthcare, medical administration, or virtual assistant roles preferred
• Familiarity with medical terminology, insurance verification, and prior authorizations
• Experience using AI systems or willingness to learn AI-assisted workflows (Paula AI experience is a plus)
• Strong English verbal and written communication skills
• Excellent lead qualification, sales conversation, and objection-handling abilities
• Highly organized with strong multitasking and time-management skills
• Comfortable adapting to multiple software systems and technologies
• Ability to work independently and collaboratively in a fast-paced environment

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.