[Hiring] Pediatric Medical Virtual Assistant @Winning Assistants

Role Description

This role involves supporting a primary care pediatric practice by providing excellent customer service and communication to families.

• Answer incoming phone calls promptly and professionally, ensuring parents feel heard, supported, and reassured
• Reply to patient text messages quickly and clearly, as text messaging is the preferred communication method for families
• Schedule and route patient inquiries to the appropriate team members and manage the flow of communications

Secondary Responsibilities (Added as You Grow Into the Role):

• Electronic filing of patient documents
• Processing referrals
• Sending payment reminders to patients
• Soliciting Google reviews from families after office visits

Collaboration & Culture:

• Participate in weekly team meetings
• Work closely with the pediatric care team to ensure smooth patient communication
• Maintain HIPAA compliance and strict patient confidentiality at all times

This is a dedicated and exclusive role, meaning the Virtual Assistant will work only with this practice and not juggle multiple clients.

Qualifications

• Excellent customer service (top priority)
• Friendly, patient, and compassionate demeanor, especially with anxious parents
• Quick-thinking and highly responsive
• Self-starter who can work independently without micromanagement
• Strong understanding of healthcare communication and confidentiality (HIPAA)

Requirements

• Must be highly proficient in spoken and written English
• Must have relevant customer service, call center, or healthcare support experience
• Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding (mandatory)
• Must be available for video meetings with camera on when required
• Previous experience as a Virtual Assistant: Preferred
• Pediatric healthcare experience: Strongly preferred (but not mandatory if closely related healthcare experience is present)

Technical Requirements

• Device: Reliable laptop or desktop computer
• Internet: High-speed, stable connection (minimum 10 Mbps)
• Audio: Noise-canceling headset
• Video: Working webcam for virtual meetings
• Workspace: Quiet, professional home office 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