Scheduling Assistant - Virtual Assistant

Job Description

This is a remote position.

About Our Client

This pediatric therapy clinic is a family-centered, values-driven organization committed to providing high-quality services and supportive experiences for children and their caregivers. The team prioritizes compassion, professionalism, collaboration, and clear communication across all areas of care.

Due to continued growth, the clinic is seeking a Scheduling Assistant to focus primarily on scheduling-related outreach. This role supports the clinic’s existing Patient Care Coordinators by helping fill therapist schedules, assisting families with rescheduling, and following up on missed appointments. Unlike other administrative roles, this position does not serve as the primary phone handler for the clinic and will focus specifically on outbound communication and related scheduling tasks.

The Scheduling Assistant plays a key supporting role in maintaining therapist caseloads and ensuring families have consistent access to therapy sessions. Most responsibilities involve outbound calls and texts, along with returning communication related specifically to scheduling efforts. The role requires strong organization, excellent follow-through, timely documentation, and a warm communication style.

Responsibilities

Phone & Text Outreach

Conduct outbound calls and texts to families to help reschedule missed sessions and fill open appointment times.

Return calls and text messages that relate specifically to scheduling outreach efforts.

Provide supportive, clear communication with families needing help adjusting appointments.

Coordinate updates with Patient Care Coordinators when needed.

Scheduling & Caseload Support

Proactively fill therapist availability by contacting families with openings.

Track schedule gaps and initiate outreach to ensure caseload consistency.

Update clinic scheduling systems accurately and in real time.

Documentation & Administrative Support

Document all communication and scheduling actions promptly in clinic systems.

Maintain accurate records of outreach efforts and schedule changes.

Uphold HIPAA standards and protect patient confidentiality at all times.

Tools & Platforms Used

Office 365 – Teams, Outlook, Word, Excel

Clinic-specific EMR and scheduling software (training provided)

Phone and SMS communication platforms

Requirements

1–2 years of administrative, scheduling, customer service, or healthcare office experience

Strong phone and written communication skills

Prior experience in scheduling or call-based outreach preferred

Familiarity with Office 365 required

Experience in pediatric therapy or medical settings is a plus

Ability to work U.S. business hours (CST preferred)

Benefits

Competitive salary commensurate with experience.

Opportunities for professional development and growth.

Work in a dynamic and supportive team environment.

Make a meaningful impact by helping to build and strengthen families across the globe.

Requirements

Previous experience in a medical administrative role (medical assistant, medical receptionist, or similar) is preferred. Familiarity with WebPT EMR and Therabill for patient payment posting is a plus. Strong communication skills, both written and verbal. Ability to manage multiple tasks and prioritize effectively. Excellent organizational skills and attention to detail. High level of professionalism and commitment to maintaining patient confidentiality. Comfortable with remote work and proficient in using virtual communication tools. Knowledge of insurance verification and pre-authorizations is a plus. Ability to work collaboratively with a team and contribute to a positive patient experience.