Home Care Virtual Assistant - Front Desk, Calls & Scheduling

Home Care Virtual Assistant – Front Desk, Calls & Scheduling Description Position Type: Full-Time | Independent Contractor Work Hours: 8:00 AM–5:00 PM EST Work Days: Monday–Friday Pay Rate: $5–$6 USD/hour Workplace: Remote Preferred Candidate Location: Philippines About the Role We’re looking for a friendly, dependable Virtual Assistant to manage front desk calls and staff scheduling for a well-established U.S. home care agency with over 70 employees serving more than 50 clients. You’ll be a key point of contact for patients, clients, caregivers, and nurses—answering questions, coordinating schedules, and helping ensure care continues smoothly when staff availability changes. We need someone who communicates naturally, follows through, and feels like a trusted part of the agency. Key Responsibilities - Handle inbound calls: Answer calls from patients, clients, caregivers, and employees promptly and professionally. - Make outbound calls: Return calls, confirm schedules, contact available staff for replacement coverage, and communicate service updates. - Manage scheduling: Maintain caregiver and nursing schedules, address staff call-outs, and coordinate last-minute replacements. - Provide virtual front desk support: Address routine inquiries, take accurate messages, route concerns, and escalate urgent matters appropriately. - Keep patients, clients, and staff informed about scheduling changes and follow up on unresolved concerns. - Maintain accurate call notes, schedules, and relevant records in the agency’s home care management system. - Help minimize missed calls and coverage gaps while completing responsibilities within scheduled hours. Requirements - Relevant experience in medical reception, healthcare front desk support, phone-based patient service, or home care scheduling. - Experience handling inbound and outbound calls with a warm, professional, and attentive approach. - Experience coordinating appointments or staff schedules and responding to last-minute changes. - Excellent spoken and written English. - Strong organization, attention to detail, and follow-through. - Ability to manage calls and scheduling requests, work independently, and escalate concerns appropriately. - Availability to work Monday–Friday, 8:00 AM–5:00 PM EST. - Must submit an NBI Clearance and/or Local Police Clearance before onboarding. - Must be available for video meetings with your camera on when needed. Preferred Qualifications - Experience supporting a U.S. home care agency. - Experience managing caregiver call-outs and arranging replacement coverage. - Familiarity with GEO/GEOH or similar home care scheduling and management software. Basic Requirements - Must speak and write English clearly and professionally. - Must have relevant work experience. - Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory). - Must be available to attend video meetings with camera on when required. Technical Requirements - Computer: Reliable laptop or desktop computer. - Internet: Stable high-speed internet connection (minimum 25 Mbps). - Audio: Noise-canceling headset. - Video: Working webcam for virtual meetings. - Workspace: Quiet and professional work 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. These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.