Medical VA & Marketing Support — Pelvic Health

About the Client & Role

Our client is a well-established concierge, cash-pay physical therapy practice focused on pelvic health and women’s health. The practice provides high-touch patient care and supports patients dealing with sensitive concerns related to postpartum recovery, childbirth, miscarriage, pelvic health, and sexual wellness.

They are looking for a polished, emotionally intelligent, tech-savvy, and detail-oriented Medical VA & Marketing Support to support patient communication, scheduling, intake, paperwork management, data entry, marketing support, and virtual receptionist duties.

This role is ideal for someone with strong English communication skills, excellent attention to detail, and experience supporting a concierge or cash-pay healthcare practice. The right candidate should be comfortable speaking with patients about sensitive women’s health concerns, confident with appointment setting and sales support, and able to help build and manage marketing workflows.

Scope of Work / Responsibilities

Patient Communication, Intake & Scheduling

• Handle patient communication, care coordination, patient intake, and scheduling.
• Manage virtual receptionist duties and support incoming phone calls through the Weave VOIP phone system.

Data Entry, Patient Paperwork & Administrative Support

• Complete data entry with extremely high attention to detail.
• Support patient forms, intake details, and records management in WebPT.
• Provide general administrative support to reduce the client’s workload and allow more focus on patient care.

Marketing, Sales & Reputation Support

• Support appointment setting, customer service, and sales-related tasks.
• Assist with Google reviews and patient follow-up related to reviews.
• Support email marketing, text message marketing, social media, and basic SEO-related tasks.
• Respond to online messages and help send outreach messages to doctors and providers in the local area.
• Help build and start marketing workflows, since the client is looking to expand marketing efforts.

Tools You’ll Use

• WebPT — primary EHR
• Weave VOIP phone system
• Google Suite
• Outlook email
• Email marketing and text message marketing tools
• Social media platforms
• Cloud-based and non-cloud systems as needed

Requirements

Experience Requirements

• Healthcare Administrative Experience: Required. Candidates must have experience in healthcare administration, patient coordination, medical office support, virtual receptionist work, or a similar healthcare support role.
• Data Entry Experience: Required. Candidates must have strong data entry experience with extremely high attention to detail.
• Patient Communication & Scheduling Experience: Required. Candidates must be comfortable handling patient communication, care coordination, patient intake, scheduling, and virtual receptionist duties.
• Administrative & Patient Paperwork Experience: Required. Candidates must have experience supporting patient paperwork, forms, documentation, and administrative support tasks.
• Email Marketing Experience: Required. Candidates must have experience with email marketing and be comfortable supporting marketing-related workflows.
• Sales / Appointment Setting Experience: Required. Candidates must be confident with appointment setting, customer service, and sales support.
• EMR / EHR Experience: Required. Candidates should have experience with multiple EMRs/EHRs. Experience with WebPT is preferred.
• Concierge or Cash-Pay Medical Practice Experience: Preferred. Experience supporting concierge, cash-pay, physical therapy, women’s health, or pelvic health practices is highly valuable.
• Marketing Support Experience: Required. Experience with social media, email and text message marketing, SEO support, Google reviews, and outreach messaging is a plus.
• US-Based or International Company Experience: Required. Candidates with experience supporting U.S.-based or international companies are encouraged to apply.

Communication & Core Qualifications

• Fluent English with minimal accent, as this is critical for a concierge practice.
• Professional presentation and strong communication skills.
• High emotional intelligence and comfort discussing sensitive women’s health topics.
• Tech-savvy, detail-oriented, and comfortable learning multiple systems.
• Self-starter, proactive, and able to think independently.
• Comfortable with sales conversations, appointment booking, and patient follow-up.
• Able to maintain professionalism, confidentiality, and empathy at all times.
• Experience with parenting, motherhood, children, or childbirth is preferred.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.