Patient & Administrative Support Assistant

We are recruiting on behalf of a growing healthcare practice looking for a confident, personable, and highly organized Patient & Administrative Support Assistant to join their remote team.

This role is ideal for someone who is naturally comfortable speaking with people, enjoys solving problems, and can confidently handle phone calls, emails, scheduling, and day-to-day administrative tasks.

You will be an important point of contact for patients and will help ensure that the administrative side of the practice runs smoothly. The successful candidate will be warm and approachable, but also outspoken and confident enough to take ownership of conversations rather than simply taking messages.

This is an excellent opportunity for someone early in their career who is eager to learn, develop their healthcare administration skills, and become a trusted member of a growing team.

Key Responsibilities

Patient & Phone Support

• Answer inbound patient phone calls in a friendly, professional, and confident manner
• Handle general patient questions and direct more complex issues to the appropriate team member
• Take accurate messages and ensure follow-ups are completed
• Communicate with patients via phone, email, and text
• Provide a warm and professional first point of contact for patients

Scheduling & Calendar Management

• Schedule and coordinate patient appointments
• Manage calendars and ensure appointments are accurately recorded
• Assist with rescheduling and appointment changes
• Follow up with patients where required to keep schedules moving

Administrative Support

• Assist with patient billing and invoicing
• Track and follow up on outstanding administrative items
• Support the patient intake process and ensure required information is collected
• Maintain accurate and organized patient and administrative records
• Complete basic Excel and spreadsheet tasks
• Assist with general administrative projects as required

Communication & Follow-Up

• Monitor emails and messages and ensure they receive a timely response
• Track outstanding requests and follow up until they are resolved
• Make sure nothing falls through the cracks
• Escalate issues appropriately when they require clinical or senior-level input

What We're Looking For

The personality fit is extremely important for this role.

We're looking for someone who is:

• Confident and outspoken — comfortable picking up the phone and speaking with patients
• Warm, personable, and approachable
• An excellent communicator with strong spoken and written English
• Proactive rather than reactive
• Comfortable asking questions and finding solutions
• Highly organized and detail-oriented
• Reliable and able to manage multiple tasks at once
• Comfortable working independently once trained
• Calm and professional when dealing with patients
• A natural problem solver with good common sense
• Comfortable taking ownership rather than waiting to be told what to do

Experience & Qualifications

Required:

• Previous experience in customer service, administration, reception, or a similar role
• Strong verbal and written English
• Confidence handling phone calls
• Good organizational and time-management skills
• Basic proficiency with Excel/Google Sheets
• Strong attention to detail
• Ability to work independently in a remote environment

Preferred:

• Previous healthcare, medical office, or patient-facing experience
• Experience with scheduling or calendar management
• Experience with billing or invoicing
• Experience working with CRM, EHR, or practice-management software

The Ideal Candidate

The ideal candidate is someone who doesn't hide behind email.

If a patient needs help, they're comfortable picking up the phone. If something is outstanding, they'll follow up. If they don't know the answer, they'll ask the right person and make sure the issue gets resolved.

You should be naturally personable, confident, organized, and willing to take ownership of your workload.

This role would suit someone who wants to become a trusted operational support person within a growing healthcare business, rather than someone looking for repetitive data-entry work.