Front Desk Medical Virtual Assistant and Operations Specialist

Staffing for Doctors; Philippines; On-site; PHP 290,000 - 424,000; Full time

Job summary

Staffing for Doctors in the Philippines seeks a patient-focused Front Desk & Operations Specialist for a Spine practice to oversee check-in and checkout, greet patients, schedule appointments, and guide payments and billing before departure.

As the clinic shifts toward a cash/out-of-network model, the role emphasizes calendar optimization, patient retention, and ownership of ChiroTouch and TrackStat, with Go High Level coordination for marketing workflows.

Qualifications

• Proven experience with front desk operations in medical or spine clinics.
• Proficiency with ChiroTouch and TrackStat.
• Strong communication and patient service orientation.

Responsibilities

• Greet patients and manage inbound/outbound calls via the Vantage phone system.
• Direct the end-to-end checkout experience: confirm follow-up appointments, resolve ledger balances, and ensure no un-scheduled patients upon departure.
• Process appointment requests, reminders, and patient communication through TrackStat.
• Follow up promptly on missed or canceled appointments to maintain optimal patient retention and schedule density.
• Take full ownership of ChiroTouch and TrackStat, optimizing workflows and schedule setups.
• Coordinate with team members using Go High Level to support marketing or messaging workflows.

Skills

Customer service

Front desk experience

Phone etiquette

Calendar management

Tools

ChiroTouch

TrackStat

Go High Level

Job description

We are seeking a patient-focused Front Desk & Operations Specialist for a Spine practice to oversee check-in and checkout system. In this role, you will lead the patient experience—ensuring every individual is greeted warmly, scheduled seamlessly, and guided through payments and billing before departure.

As the clinic transitions away from insurance reliance toward a cash/out-of-network model, this position requires minimal complex insurance billing knowledge. Instead, it places heavy emphasis on calendar optimization, proactive patient retention, and detailed system ownership of ChiroTouch and TrackStat.

Requirements

Patient Experience & Desk Operations

• Greet incoming patients warmly and manage inbound/outbound calls via the Vantage phone system.
• Direct the end-to-end checkout experience: confirm follow-up appointments, resolve ledger balances, and ensure zero un-scheduled patients upon departure.
• Process appointment requests, reminders, and patient communication through TrackStat.
• Follow up promptly on missed or canceled appointments to maintain optimal patient retention and schedule density.

Financials & Patient Accounts

• Collect co-pays, cash payments, and send digital payment links during or immediately following visits.
• Manage ledger issues and answer basic patient questions regarding non-assignment billing.
• Issue super bills or file claims on behalf of patients without accepting direct insurance assignment.

Systems & Process Ownership

• Take full ownership of ChiroTouch and TrackStat, optimizing workflows, automated communications, and schedule setups.
• Coordinate with team members using Go High Level (where applicable) to support marketing or messaging workflows.

Qualifications & Requirements

Required Technical Expertise

• ChiroTouch: Proven hands-on experience navigating and managing patient records and schedules (Strictly Required).
• TrackStat: Strong experience utilizing and optimizing TrackStat for patient recall and communication workflows (Strictly Required).