[Hiring] Patient Coordinator / Virtual Receptionist @Somewhere
Role Description This role is critical to the patient experience. Today, inbound calls are sometimes missed due to:
- Provider being in surgery
- Staff being tied up in-clinic
- After-hours gaps
You will act as the first point of contact for patients, ensuring every interaction is handled professionally, promptly, and with care. This is a high-trust, communication-first role, ideal for someone who is organized, personable, and thrives in a patient-facing support position. What You’ll Own
- Inbound Call Management (Primary Responsibility)
- Answer incoming patient calls in a timely, professional manner
- Handle:
- New patient inquiries
- Appointment requests
- General questions
- Route more complex or clinical questions to the provider when needed
- Ensure zero missed opportunities from inbound demand
- Appointment Coordination
- Schedule and confirm appointments
- Manage calendar availability
- Coordinate follow-ups and rescheduling
- Ensure smooth patient flow and accurate booking
- Patient Communication & Experience
- Deliver a warm, professional, and empathetic experience on every call
- Act as a reliable point of contact for patients
- Ensure clear communication and proper expectation setting
- Call Triage & Escalation
- Identify what can be handled directly vs escalated
- Pass clinical or complex cases to the provider
- Keep communication organized and documented
- (Optional – High Leverage Add-On)
- Depending on candidate capability, this role can expand into:
- Inbox/email management
- Calendar optimization
- Administrative support for the provider
- (This is not required but considered a strong plus.)
Qualifications
- 1–3+ years in:
- Customer service
- Virtual receptionist / call center
- Administrative support
- Excellent English communication (clear, friendly, professional)
- Strong phone presence (this is a voice-heavy role)
- Highly organized and reliable
Requirements
- Experience in:
- Healthcare / medical offices
- Scheduling or appointment coordination
- Executive assistant or admin support roles
Profile Fit
- Patient-first mindset (empathetic, calm, professional)
- Strong attention to detail
- Able to multitask and stay organized during call flow
- Comfortable working independently in a remote setup
Working Hours
- Primary coverage during CST business hours
- Ideal coverage window: 8:00 AM – 6:00 PM CST
- Some flexibility for extended coverage is a plus
Tools & Systems
- You may be required to work with:
- VoIP / call forwarding systems
- Scheduling/calendar tools
- Basic communication platforms (Google Meet, etc.)
- (Training and setup guidance will be provided.)
Why This Role Matters This is not just a receptionist role. You are directly impacting:
- Patient acquisition
- Patient retention
- Overall clinic growth
By ensuring every call is answered and handled properly, you play a key role in helping the practice scale efficiently. Apply tot his job Apply To this Job