Scheduling Assistant Virtual Assistant

This is a remote position.

About Our Client

This pediatric therapy clinic is a family-centered values-driven organization committed to providing high-quality services and supportive experiences for children and their caregivers. The team prioritizes compassion professionalism collaboration and clear communication across all areas of care.

Due to continued growth the clinic is seeking a Scheduling Assistant to focus primarily on scheduling-related outreach. This role supports the clinics existing Patient Care Coordinators by helping fill therapist schedules assisting families with rescheduling and following up on missed appointments. Unlike other administrative roles this position does not serve as the primary phone handler for the clinic and will focus specifically on outbound communication and related scheduling tasks.

The Scheduling Assistant plays a key supporting role in maintaining therapist caseloads and ensuring families have consistent access to therapy sessions. Most responsibilities involve outbound calls and texts along with returning communication related specifically to scheduling efforts. The role requires strong organization excellent follow-through timely documentation and a warm communication style.

Responsibilities

Phone & Text Outreach

• Conduct outbound calls and texts to families to help reschedule missed sessions and fill open appointment times.
  

• Return calls and text messages that relate specifically to scheduling outreach efforts.
  

• Provide supportive clear communication with families needing help adjusting appointments.
  

• Coordinate updates with Patient Care Coordinators when needed.
  

Scheduling & Caseload Support

• Proactively fill therapist availability by contacting families with openings.
  

• Track schedule gaps and initiate outreach to ensure caseload consistency.
  

• Update clinic scheduling systems accurately and in real time.
  

Documentation & Administrative Support

• Document all communication and scheduling actions promptly in clinic systems.
  

• Maintain accurate records of outreach efforts and schedule changes.
  

• Uphold HIPAA standards and protect patient confidentiality at all times.
  

Tools & Platforms Used

• Office 365 Teams Outlook Word Excel
  

• Clinic-specific EMR and scheduling software (training provided)
  

• Phone and SMS communication platforms
  

Requirements

• 12 years of administrative scheduling customer service or healthcare office experience
  

• Strong phone and written communication skills
  

• Prior experience in scheduling or call-based outreach preferred
  

• Familiarity with Office 365 required
  

• Experience in pediatric therapy or medical settings is a plus
  

• Ability to work U.S. business hours (CST preferred)
  

Benefits

• Competitive salary commensurate with experience.
  

• Opportunities for professional development and growth.
  

• Work in a dynamic and supportive team environment.
  

• Make a meaningful impact by helping to build and strengthen families across the globe.