CPT-11622 Patient Coordinator & Medical Administrative Virtual Assistant

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Title: CPT-11622 Patient Coordinator & Medical Administrative Virtual Assistant

Independent Contractor – CPT-11622 Patient Coordinator & Medical Administrative Virtual Assistant/Business Support VA/Entry-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

A specialist dental practice in Australia is seeking a patient-focused VA to support new-patient enquiries, appointment management, referral coordination, medical-document follow-up, and recurring practice administration.

The practice specializes in serving patients with disabilities and frequently communicates with caregivers, consenting parties, support workers, and outside organizations rather than directly with the patient. Approximately 80% of communication may involve these third parties, making communication ability, empathy, maturity, and professionalism especially important.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Patient & Appointment Coordination

• Respond to new-patient enquiries by phone and email using established scripts
• Manage appointments, confirmations, reminders, cancellations, rescheduling, and the waitlist in Halaxy
• Communicate professionally with patients, caregivers, consenting parties, support workers, and referring organizations
• Explain routine practice and appointment information
• Escalate clinical or complex questions to the appropriate practice team member

Referral & Practice Administration

• Log referrals and follow up on medical histories, consent forms, referral letters, and required correspondence
• Coordinate general-anesthesia day-surgery bookings
• Track outstanding laboratory work and required follow-ups
• Follow up on outstanding patient accounts as directed
• Maintain accurate patient and administrative records

Daily Follow-Up

• Track missing information and outstanding tasks through completion
• Keep the practice informed of unresolved or urgent items
• Provide a concise end-of-day handover of completed and outstanding work
• Maintain confidentiality and follow all practice privacy and security procedures

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

• Patient-facing healthcare or medical-service experience strongly preferred
• Medical administration, healthcare VA, clinic, allied-health, or dental experience preferred
• Dental experience is a plus but not required
• Phone-based patient-service experience strongly preferred
• Appointment and diary-management experience required
• Medical-document or referral-management experience preferred
• Excellent spoken and written English required
• Ability to handle confidential health information required

IDEAL CANDIDATE PROFILE

• Warm, patient, and highly professional communicator
• Comfortable speaking with patients and healthcare stakeholders
• Calm and empathetic in sensitive situations
• Highly organized with strong attention to detail
• Able to follow scripts while still sounding natural
• Reliable with documentation and follow-up
• Comfortable learning a specialized healthcare workflow
• Good prioritisation and time management skills

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED

• Halaxy
• 3CX
• Email / Calendar Platforms
• Microsoft Office / Google Workspace
• Patient / Practice Management Systems

Work Schedule

• Contracted Hours per Week: 15-20 Hours
• Scheduled Working Days: Monday through Thursday
• Daily Working Time: between 10 AM- 4 PM Adelaide time

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level
• Contracted Hours per Week: 15-20 hours/week
• Daily Working Time: between 10 AM- 4 PM Adelaide time
• Scheduled Working Days: Monday-Thursday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Excellent written and spoken English required)
• REGION PREFERENCES: Any; Asia-Pacific Time-Zone Alignment Preferred

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!