Title: Virtual Medical Office Assistant

Company: HCS Services
Location: Canada
Job Type: FullTime


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Description:

At our Sleep Clinic, we believe that better health begins with better sleep. We are dedicated to providing exceptional, compassionate care while creating a patient experience that feels organized, personal, and reassuring from the very first interaction. We are looking for a warm, polished, highly organized Virtual Medical Office Assistant to join our team as an independent contractor and become an important part of the patient journey. Our Virtual Medical Office Assistant combines high-end hospitality with efficient medical administration, ensuring every patient feels welcomed, supported, informed, and cared for throughout their journey while with our clinic.

Position Overview

As our Virtual Medical Office Assistant, you will be one of the key points of contact between our clinic, other referring clinics, and our patients. You will communicate with patients by phone and email, assist with appointment preparation and confirmations, manage consent forms and administrative documentation, and support essential EMR workflows. Your role is to steward the patient journey making sure patients understand what they need to do, know what happens next, and never feel like they have been forgotten or left behind. This is a non-clinical patient support and administrative position. You will work closely with our clinical team to ensure information, documentation, and follow-up are handled accurately and efficiently.

Patient Care Experience

  • Make outbound calls to patients and build warm, professional relationships.
  • Serve as a welcoming and reassuring point of contact throughout the patient's journey.
  • Confirm appointments and help patients understand what to expect before their virtual visit.
  • Assist patients with preparing for virtual appointments and completing required steps.
  • Provide general, non-clinical information and direct clinical questions to the appropriate member of the healthcare team.
  • Follow up with patients after appointments to ensure they understand their next steps.
  • Communicate with patients by phone and email in a professional, compassionate, and timely manner.
  • Identify when a patient requires additional assistance and ensure the appropriate team member is notified.
  • Create a polished, high-touch patient experience at every interaction.

    • Medical Administration & EMR

  • Maintain accurate patient information within the clinic's EMR system.
  • Upload external patient documents and supporting information into the EMR.
  • Download and organize referrals, laboratory results, sleep study information, and other patient documentation as directed.
  • Manage and track patient consent forms.
  • Monitor incoming clinic emails and ensure messages are directed or responded to appropriately.
  • Coordinate with the clinical team to support smooth daily appointments.
  • Follow established clinic workflows, privacy requirements, and administrative procedures.

    • Qualifications & Skills

  • Highly organized with exceptional attention to detail.
  • Reliable and able to consistently follow through on multi-step processes.
  • Comfortable working independently in a virtual environment.
  • Technologically confident and quick to learn new systems.

    • Previous experience in one or more of the following is an asset:

  • Medical reception or medical administration
  • Patient coordination
  • Customer service
  • Administrative support

    • Experience with an Electronic Medical Record (EMR) system is strongly preferred. Experience with AVA EMR, Jane App, or similar platforms is a significant asset. Experience with VOIP phone systems, Microsoft 365, email management, virtual communication platforms, and other technology tools is also an asset.

    To Apply

    If you are someone who loves people, communicates beautifully, notices the details, and takes pride in making someone's experience easier, we would love to hear from you. This role is 2-4 hours week virtual work. Please submit your resume and a brief note telling us why you believe you would be an excellent fit for our Virtual Medical Office Assistant. We are looking for someone who can bring both warmth and precision to every patient interaction.

    Pay: $18.15-$22.00 per hour

    Work Location: Remote


    Apply Now  



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