About the job
Job Title: Dedicated Healthcare Scheduling Virtual Assistant
Position Type: Part-time
Work Hours: 9:00 AM – 1:00 PM (Mountain Time Zone – MST)
Work Days: Monday to Friday
Salary: $5 – $6 per hour based on experience
Job Code: SF-Interim
Workplace: Remote
About the Role
We are seeking a skilled and detail-oriented Virtual Assistant with a background in healthcare or home care scheduling. This position emphasizes caregiver scheduling, effective communication with clients and caregivers, and managing frequent schedule adjustments with professionalism.
The ideal candidate will be able to work independently, manage phone communications confidently, diffuse sensitive situations, and keep meticulous records in a dynamic healthcare setting. Exceptional customer service skills and a keen eye for detail are crucial.
Key Responsibilities
Scheduling & Coordination
- Create and maintain daily and weekly caregiver schedules in line with client care plans and authorized hours.
- Assign caregivers to clients according to availability, expertise, location, and client preferences.
- Proactively fill open shifts and confirm caregiver presence.
- Handle last-minute call-offs, schedule modifications, and coverage gaps.
- Ensure that scheduled services align with approved hours and care plans.
- Support new client onboarding, including start-of-care scheduling and logistics.
Communication & Customer Service
- Manage inbound and outbound calls regarding scheduling, availability, and service updates.
- Communicate schedule changes to clients and families calmly and professionally.
- Address client and caregiver inquiries through phone, email, or messaging platforms.
- Utilize strong soft skills to manage sensitive and urgent situations effectively.
Documentation & Administrative Support
- Accurately document schedule changes, missed appointments, cancellations, and attendance.
- Alert internal teams and billing departments of missed visits or changes impacting claims.
- Maintain precise records in scheduling systems and shared documentation tools.
- Assist with document preparation, including reports, spreadsheets, and presentations.
- Manage communications via email and text: sorting, prioritizing, responding, and disseminating updates.
Tools & Systems
- Access Care (preferred, not mandatory)
- DialPad (preferred, not mandatory)
- Microsoft Word & Excel (required)
- Outlook (required)
- Slack, Salesforce, WhatsApp, Skype (as needed)

