Patient Care Coordinator Virtual Assistant

Winning Assistants Llc; Philippines; Remote; PHP 431,000 - 517,000; Full time

Job summary

Winning Assistants Llc in the Philippines is seeking a Patient Care Coordinator Virtual Assistant to manage the entire patient journey, from inquiry to follow-ups, while coordinating with the practice owner to optimize workflows and CRM/EHR operations.

The role emphasizes ownership, process improvement, and seamless communication with patients, leveraging Mango Mint and other CRM platforms to scale the practice.

Qualifications

• Experience coordinating patient care in medical or aesthetic practices.
• Excellent written and verbal English for patient interactions.
• Familiar with CRM systems such as GoHighLevel or Pipedrive.
• Experience with EHR/Mango Mint is preferred but not required.
• Strong organizational skills and ability to manage multiple patients.

Responsibilities

• Oversee patient journey from initial inquiry to follow-up and retention.
• Handle inbound/outbound patient communications via calls and messages.
• Coordinate pre/post-consultation activities and follow-ups.
• Assist with patient consultations and lead follow-up.
• Document treatment plans and track patient touchpoints.
• Maintain a 12-month follow-up cadence and CRM data integrity.
• Support CRM and EHR workflows and scale workflows.
• Provide executive assistant support including owner calendar management.
• Assist with billing coordination and administrative tasks as needed.

Skills

Healthcare operations experience

English communication

Ownership mindset

Proactive

Time management

Tools

GoHighLevel

Pipedrive

Mango Mint

EHR/EMR systems

Google Workspace

Microsoft Office

Job description

Patient Care Coordinator Virtual Assistant

Salary : ₱5 - 6 hourly

Company : Winning Assistants Llc

Job Type : Full Time Remote / Work from Home

Job Description - Patient Care Coordinator Virtual Assistant

Job Title: Patient Care Coordinator Virtual Assistant
Position Type: Part-Time
Work Hours: 1:00 PM – 5:00 PM PST
Work Days: Monday – Friday
Salary: $5–$6 per hour (depending on experience)

About the Role

This is more than a traditional administrative VA position. The ideal candidate will take ownership of the entire patient journey, from the first inquiry and consultation through treatment follow-ups and long-term retention. You will also work closely with the practice owner to organize workflows, improve processes, support CRM and EHR operations, and help build systems that allow the practice to scale.

We are looking for a go-getter who wants to become a true partner in the business, not someone who simply waits for tasks to be assigned. The right candidate will bring ideas, identify opportunities for improvement, and confidently take ownership of responsibilities.

Core Responsibilities

1. Patient Experience & Operations Management – Top Priority

• Manage the overall patient experience and patient journey, from initial lead inquiry through ongoing follow-up.
• Handle inbound and outbound patient communications, including calls, messages, and inquiries.
• Conduct and coordinate pre-consultation and post-consultation follow-ups.
• Assist with patient consultations and lead follow-up.
• Document and track treatment plans and ensure appropriate patient touchpoints are completed.
• Manage a 12-month patient follow-up and retention cadence to maintain consistent communication and engagement.
• Manage leads and patient information through the CRM, including helping set up and organize a CRM such as GoHighLevel or a similar platform.
• Support Mango Mint EHR workflows and patient communications.
• Document, organize, and systematize existing operational workflows and processes to help the business scale.
• Identify opportunities for automation and process improvement.
• Provide executive assistant support, including calendar and scheduling management for the owner's clinical responsibilities, trainings, and speaking engagements.
• Assist with billing coordination, administrative documentation, sales/marketing support, and other operational tasks as needed.

Software & Systems

• Mango Mint
• GoHighLevel, Pipedrive, or similar CRM platforms
• EHR/EMR systems
• Calendar and scheduling platforms
• Google Workspace / Microsoft Office

Requirements

Experience Requirements

• Strong healthcare operations or patient care coordination experience, ideally within a medical or aesthetic practice.
• Excellent verbal and written English communication skills, especially for patient-facing interactions.
• Experience with CRM systems such as GoHighLevel, Pipedrive, or similar platforms.
• Familiarity with EHR systems; Mango Mint experience is preferred but not required. - open to hiring VAs with similar EHR background - Client will do the training in case
• Strong organizational and administrative skills, with the ability to manage multiple patients, follow-ups, and timelines.
• Proactive and independent, with the ability to take ownership of responsibilities without constant supervision.
• Detail-oriented with strong follow-through, particularly when tracking treatment plans and patient touchpoints.
• Comfortable documenting, systematizing, and improving workflows and identifying opportunities for automation.
• Professional, empathetic, and personable when communicating with patients.
• Ambitious and growth-oriented, with a willingness to grow alongside the business.
• Comfortable providing ideas, recommendations, and insights based on previous experience.
• Adaptable and willing to learn, including new systems, workflows, and clinical concepts.
• Someone who can become a true business partner rather than simply a task executor.
• Someone who wants to be engaged in the clinic a go getter and a true partner.

Deal Breakers

• Poor or unclear English communication skills, especially for patient-facing conversations.
• Lack of professionalism, empathy, or confidence when communicating with patients.