US Healthcare Virtual Assistant (WFH)

Outsourcey; Philippines; On-site; PHP 320,000 - 420,000; Full time

Job summary

Outsourcey is hiring an Administrative Assistant specialized in healthcare onboarding to support our growing BPO operations in the Philippines. You will coordinate and manage the onboarding process for employees and caregivers, conduct virtual sessions, collect documents, and maintain accurate records across systems like HHAeXchange and Scan123.

You’ll collaborate with recruitment, office management, and management to ensure a smooth onboarding flow.

Qualifications

• 2.5+ years in administrative support, healthcare administration, or onboarding roles.
• Experience coordinating employee onboarding and collecting documentation.
• Experience conducting virtual onboarding sessions and communicating with new hires.
• Familiarity with healthcare onboarding and client onboarding processes.
• Strong data entry and record-keeping across multiple systems.

Responsibilities

• Coordinate and manage onboarding for employees and caregivers.
• Conduct virtual onboarding sessions and explain required paperwork and procedures.
• Collect personal information, documents, and forms from new hires.
• Follow up on incomplete applications and missing documentation.
• Coordinate with recruitment on onboarding status and required docs.
• Maintain employee and client records across systems (HHAeXchange, Scan123).

Skills

Administrative support

Healthcare administration

Onboarding coordination

Data entry

Microsoft Office

Google Workspace

English communication

HIPAA knowledge

Tools

HHAeXchange

Scan123

Microsoft Excel

Google Sheets

Job description

Looking to take your career to the next level? Then this role is for you!

Join Outsourcey and be part of our mission to revolutionize global talent expansion! We connect businesses with dedicated full-time teams in the Philippines, offering cost-efficient solutions without compromising quality. Join us and help elevate businesses with complete control and comprehensive support, let's shape the future of work together!

Core responsibilities:

• Coordinate and manage the administrative onboarding process for new employees and caregivers
• Conduct virtual onboarding sessions with new hires, explaining required paperwork, company procedures, and next steps
• Communicate with newly hired employees to collect personal information, employment documents, identification, and required forms
• Follow up with new hires regarding incomplete applications, missing documentation, and outstanding onboarding requirements
• Coordinate with the recruitment specialist regarding newly hired employees, onboarding status, and required documentation
• Communicate regularly with the office manager and management regarding employee onboarding, client onboarding, and administrative priorities
• Schedule and coordinate employee orientations, virtual meetings, onboarding appointments, and training sessions
• Assist new employees with completing electronic forms, accessing company systems, and understanding onboarding procedures
• Collect and organize employment agreements, background check documentation, certifications, training records, and other required paperwork
• Verify that required onboarding documents are complete, properly signed, and accurately filed
• Enter new employee information into company systems, including personal details, contact information, employment records, and onboarding documentation
• Create and maintain employee profiles in HHAeXchange and other applicable healthcare administration systems
• Upload, organize, and maintain employee documents in Scan123 or other electronic document management platforms
• Track onboarding progress and ensure new employees complete all required steps before beginning assignments
• Assist with onboarding new clients by collecting required information, completing administrative paperwork, and creating client records
• Communicate with new clients, family members, and authorized representatives regarding onboarding requirements and missing information
• Collect client contact information, service authorizations, care documentation, and other required intake materials
• Enter new client information into company systems and ensure records are accurate and complete
• Create, organize, and maintain electronic client files, onboarding documents, and supporting records
• Coordinate with management regarding new client start dates, outstanding paperwork, and onboarding progress
• Review employee and client files to identify missing information, incomplete forms, or documentation discrepancies
• Maintain accurate and organized employee and client records across multiple company systems
• Perform regular data entry, record updates, document uploads, and administrative system maintenance
• Ensure information is entered consistently and accurately across HHAeXchange, Scan123, spreadsheets, and other platforms
• Answer incoming phone calls, monitor emails, and respond to routine employee, client, and administrative inquiries
• Communicate with caregivers and new employees regarding orientation schedules, required documents, and onboarding updates
• Maintain onboarding trackers, checklists, spreadsheets, and administrative reports
• Provide management with updates on employee onboarding progress, client intake status, and outstanding documentation
• Assist with coordinating background checks, credential verification, and required employee compliance documentation
• Monitor missing signatures, incomplete files, expired documents, and other outstanding administrative requirements
• Help maintain organized digital filing systems and ensure documents are properly categorized and accessible
• Assist with preparing administrative correspondence, forms, onboarding instructions, and internal communications
• Support scheduling, appointment coordination, meeting preparation, and general office administration
• Maintain confidentiality and follow HIPAA requirements when handling client records and sensitive healthcare information
• Follow company policies and applicable healthcare documentation and recordkeeping requirements
• Proactively identify opportunities to improve onboarding procedures, data entry accuracy, communication, and administrative efficiency
• Assist with additional employee support, client onboarding, documentation, and administrative responsibilities as needed

Profile Requirements:

• Min 2.5 Years of Proven Experience in Administrative Assistance, Healthcare Administration, Employee Onboarding, or a Similar Role
• Strong experience coordinating employee onboarding, collecting documentation, and maintaining accurate personnel records
• Experience conducting virtual onboarding sessions and communicating with newly hired employees
• Experience with client onboarding, intake documentation, and administrative record management
• Experience supporting management, office administrators, and recruitment teams
• Strong data entry skills and ability to maintain accurate information across multiple software platforms
• Familiarity with home care, healthcare services, caregiver onboarding, or healthcare administration is highly preferred
• Experience using HHAeXchange, Scan123, or similar healthcare management systems is a major plus
• Proficiency with Microsoft Office, Microsoft Excel, Google Workspace, and Google Sheets
• Experience managing electronic documents, onboarding checklists, and employee databases
• Excellent written and verbal English communication skills
• Strong phone communication and customer service skills
• Understanding of HIPAA, confidentiality, and secure handling of employee and client information
• Familiarity with employee background checks, credential tracking, and healthcare onboarding requirements
• Strong organizational, multitasking, and time management skills
• Excellent attention to detail when reviewing documents and entering information
• Ability to independently manage multiple employee and client onboarding processes
• Strong follow-up skills and ability to ensure required paperwork and onboarding tasks are completed on time
• Comfortable learning new software systems and following established administrative procedures
• Proactive, dependable, resourceful, professional, and detail-oriented

Benefits:

Competitive salary Opportunity to shape the HR function of a rapidly growing BPO.

Work closely with a team of industry leaders who have successfully scaled BPOs in the past. Career growth and development opportunities.