[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