Medical Virtual Assistant

Position Title: Medical Virtual Assistant - On Call

Work Set Up: On-Site

Schedule: 10:00 PM to 7:00 AM PH Time

Job Location: Clark Outsourcing - Building 35 Philexcel Business Park, Clark Pampanga

Quick Rundown:

We are seeking a dedicated, highly organized Medical Scheduler to join our team. In this role, you will not only handle scheduling tasks and matching caregivers or nurses with clients based on their needs but also oversee and guide a small team of schedulers, ensuring smooth operations and high-quality service. The position requires strong attention to detail, excellent communication skills, and the ability to manage multiple tasks effectively in a fast-paced environment, all while continuing to perform day-to-day scheduling duties.

What Youll Do:

• Client Matching & Scheduling:

• Assess client needs and assign suitable caregivers or nurses based on skills, compatibility, and availability

• Ensure timely and appropriate caregiver replacements as needed
• Adjust and create client, nurse, or caregiver schedules using Alora and ABS systems
• Continuously monitor and manage scheduling conflicts to ensure optimal coverage

• Team Management & Oversight:

• Lead and guide a small team of schedulers, ensuring the timely and efficient execution of daily tasks

• Provide coaching and support to team members, fostering a collaborative and productive environment
• Monitor team performance, identify areas for improvement, and implement strategies for better service delivery
• Ensure that all team members adhere to company policies and industry regulations

• Relationship Management:

• Develop and maintain positive relationships with both clients and caregivers

• Review nurse notes for quality assurance and communicate client updates with caregivers and nursing staff
• Coordinate with the RN Care Manager regarding any client conditions or needs
• Provide constructive feedback to the nursing staff based on client interactions

• Documentation & Data Management:

• Assist with client documentation and data entry, ensuring accuracy and compliance with healthcare regulations

• Follow up on MD orders, authorizations, and other necessary documentation
• Run reports, create tracking sheets, and organize data for team and management review

• Attendance Monitoring & Conflict Resolution:

• Oversee caregiver and nurse attendance, addressing any scheduling conflicts or attendance issues

• Monitor clocking in/out inconsistencies and follow up to resolve discrepancies
• Provide basic technical support and user instruction to the team as needed

• Communication & Call Handling:

• Handle new patient intake calls and ensure their information is accurately entered into the ABS system

• Answer incoming calls professionally, providing information or directing calls appropriately
• Ensure confidentiality and professionalism when dealing with sensitive patient information

• Client Support & Follow-ups:

• Keep clients updated on caregiver/nurse schedules, addressing any concerns or inquiries professionally

• Document scheduling changes, ensuring client records are up to date
• Conduct regular follow-ups to ensure client satisfaction with services

• Continuous Improvement:

• Identify and implement process improvements to increase efficiency and enhance service quality

• Ensure that all scheduling activities comply with industry regulations and company policies
• Provide suggestions for improvements to scheduling systems, processes, or team performance

What Were Looking For:

• Proven experience in scheduling, coordination, or a similar role, ideally in healthcare or homecare settings
• Strong leadership capabilities with experience in managing a team and driving performance
• Excellent organizational and detail-oriented skills to manage schedules and multiple tasks
• Outstanding communication and interpersonal skills, able to foster relationships with both clients and team members
• Compassion and empathy toward clients and caregivers
• Proficiency in computer software and scheduling tools (experience with Alora and ABS systems is a plus)
• Knowledge of healthcare regulations and compliance (HIPAA, etc.) is a plus
• Experience with VA assistance is preferred
• Intermediate Excel skills and experience with data management
• Strong problem-solving skills, especially for complex interpersonal situations
• Comfortable having difficult conversations and managing conflicts over the phone
• A team player who contributes ideas and feedback to improve processes and team performance

Why Youll Love Joining the CO Fam

At Clark Outsourcing, were redefining what it means to work in a BPO. This isnt your regular office setup - its where careers flourish, friendships grow, and fun is always part of the deal. Our culture is unmatched (seriously, our team swears by it), and we promise youll have to experience it yourself to believe it.

Heres whats in store for you:

Health and Welfare Benefits: HMO with prescription coverage, SSS, PhilHealth, Pag-IBIG, 13th-month pay, retirement benefits, and more.

Beyond Work: Enjoy our in-office swimming pool (lowkey flex), CO Club gaming lounge, CSR involvement through CO Stars, scholarship programs, and access to CO Academy for growth.

Travel Opportunities: We send at least 20 staff per year to visit our clients in the US, UK, and Australia, giving you international exposure and experience.

Leave Benefits: Paid holidays, Earned PTO on your first month, Wellness leave (no questions asked), plus special leaves like bereavement, parental leave, and Magna Carta leave.

Extra Perks: Salary loans up to PHP 1M (via BPI), CO Swag Bag, birthday and anniversary tokens, and our COol & flexible workplace.

Growth and Recognition: Yearly performance appraisals, career advancement programs, CO League events, and guidance from our amazing Coaches

At CO, its not just about work - it's about loving where you work. Ready to experience the best workplace ever? We cant wait to welcome you to the team