Project Coordinator – Patient Lead Nurturing Healthcare VA

Job Description

We are seeking a compassionate, proactive, and highly organized Project Coordinator – Patient Lead Nurturing to join our virtual healthcare support team. This role is ideal for experienced healthcare virtual assistants (HVAs), particularly those with a clinical background such as a Philippine Registered Nurse (PRN). The ideal candidate will have at least 3 years of experience in patient engagement, clinical coordination, and administrative operations, with a focus on providing exceptional virtual care. As a bridge between the marketing, clinical, and front desk teams, you will ensure that prospective patients have a smooth journey from initial inquiry to scheduled consultation. This fully remote position requires expertise in virtual patient engagement, CRM tools, HIPAA compliance, and a deep understanding of the workflows specific to wellness and sports clinics. Key Responsibilities Patient Lead Engagement \& Nurturing: Serve as the primary point of contact for prospective patient inquiries via phone, email, website forms, and social media. Provide empathetic and clear communication to nurture leads and guide them towards booking. Educate potential patients on clinic services, promotions, and care options. Scheduling \& Coordination: Schedule patient appointments, assessments, and consultations in coordination with clinic staff. Confirm bookings, follow up on cancellations, and reschedule to reduce no-shows. Update appointment notes and intake forms using EHR/EMR tools. CRM \& Data Management Maintain accurate tracking of patient lead statuses, follow-ups, and conversion metrics using CRM platforms such as GoHighLevel, IntakeQ, or Google Sheets. Ensure HIPAA-compliant documentation of communications and updates. Cross-Functional Communication: Act as the liaison between marketing, front office, and clinical teams to drive lead conversion and efficient service delivery. Provide timely updates on patient trends, potential bottlenecks, and any operational concerns. Project Coordination \& Support Track project timelines, initiatives, and service rollouts related to clinic campaigns or projects. Ensure teams meet deadlines and provide structured follow-ups to support operational efficiency. Reporting \& Analytics: Generate weekly reports summarizing lead stats, booked appointments, pending follow-ups, and campaign effectiveness. Identify opportunities for improvement in lead conversion and the patient experience. Administrative Tasks Support clinic operations, including calendar management, patient form processing, email templates, and content scheduling if needed. Assist with credentialing, insurance verifications, and billing support. Minimum Qualifications Required Skills: Philippine Registered Nurse (PRN) or equivalent healthcare background. Minimum 3 years of experience in a healthcare virtual assistant, lead nurturing, or patient engagement role. HIPAA Certified (or willing to complete training before onboarding). Proficiency in English (both written and spoken). Experience with EHR/EMR systems (e.g., Elation, IntakeQ) and CRM tools (e.g., GoHighLevel, HubSpot). Proficient in Google Workspace (Docs, Sheets, Drive) and Microsoft Office (Word, Excel, Outlook). Knowledgeable in U.S. healthcare workflows and patient confidentiality. Ability to manage multiple tasks and patient follow-ups in a fast-paced virtual environment. Preferred Skills Background in sports medicine, rehabilitation, wellness, or concierge care clinics. Familiarity with private practice marketing funnels and conversion strategies. Experience with telehealth platforms and remote scribing. Understanding of patient intake, triage, and documentation workflows. Strong patient-first, empathy-driven communication skills. Comfortable using platforms like Zoom, Slack, and Microsoft Teams. To Apply Please send your video introduction along with your resume to help us get to know you better. Share with us why you’re the perfect fit for this role and how your experience aligns with the responsibilities listed above. Join us in redefining healthcare delivery with exceptional patient engagement, strategic coordination, and compassionate virtual support.