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Dear Virtual Latinos,

We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of a new client.

Client & Short Job Description:

The client is a Naturopathic Doctor licensed by the state of California to practice natural medicine. The client has been in the industry with the practice for over 11 years working in the state of Arizona. Now the client moved the practice to California which is close to family. The client is initiating the practice as being very new in California, as a start-up, providing mainly Telemedicine and Virtual consultation. The client is already in the process of getting their website up and running, plus hired a Marketing Agency to get started with everything related to social media.

Naturopathic doctors are considered primary care physicians that are able to diagnose, prevent and treat illnesses through natural medicine. The client is expecting to receive 2 types of patients; people that are not sick but interested in wellness and people that have health issues such as high blood pressure, diabetes, etc., and seeking to get well through this practice. The majority of projected clients are going to be Latinos, living in California, between the ages of 35- 60 years old. The client is seeking a well-rounded General Admin Assistant to grow with.

The VA will be the front office person, being in charge of answering calls, patient onboarding, following up to set up appointments, and providing general information. The other end of the position is going to be being a medical assistant by gathering more health-related information as well. The VA will be in charge of gathering as much information as possible from the patients on why they are reaching out to this medical office.

Software the client currently uses:
– Charm as CRM and calendar management
– Carium for Telehealth

Job Highlights: Why should you apply?

– Great opportunity to work directly with the client and grow alongside the company.
– Learn more about naturopathic medicine and virtual consultations.
– Join a medical practice that has been working for over 11 years and recently moved to California.

DEADLINE TO APPLY: You must apply by Monday, October 25th, at 11:30 PM PT. Our team will set up interviews for the selected candidates for Wednesday, October 27th, 2021.

Tasks required for the job

1. Gathering Clients Info & Obtaining Documents
– Gather patient’s information over the phone & email
– Update patient files and confirm patient information including contact information, pre-existing medical conditions, allergies, prior treatments, etc.
– Complete all the digital-paperwork and patient information in web-based medical systems or pre-fill PDFs or online forms to help patients complete their paperwork faster
– The variables of the patient’s information will be entered into Cardium.

2. General Admin Support
– Organize office documents
– Maintain transcripts & patient records organized

3. Calendar Management & Appointment Setting
– Manage physician’s calendar, plan, and schedule appointments.
– Confirm and schedule patient appointments over phone, email, or text as necessary
– Book appointments into Calendly, Practicefusion, Highlevel, or any other EMR (Electronic Medical Records) systems (Through Charm)
– Make calls and follow-up calls as needed using VoIP phone system

4. Patient Onboarding & Follow-ups
– Welcome patients by greeting them over the telephone
– Call to check up on patients that are running late to their appointments
– Support Patients Onboarding by creating and submitting patient visits
– Build rapport with clients and become a trusted main point of contact
– Call to confirm appointments of the day and register canceled appointments
– Use Excel/Google sheets online and label appointments with a color-coded cell to track patient appointments or use the company’s CRM/EMR systems to do so2. Data Entry & CRM / EMR Management;
– The VA will be explaining to the patients about the process of being a patient with the Dr.

5. Healthcare Customer Service
– Handle direct customer inquiries and complaints
– Answer any questions that patients may have either by phone, email, or SMS
– Help patients, act with patience and a kind message when they are in distress
– The VA will refer a call to a doctor when the VA isn’t knowledgeable or able to resolve an issue with a patient.

6. Social Media & Community Management
– This task will take place only if there is additional time during down-time
– Answer questions & comments on social media platforms
– Manage clinic or association’s fan page on Facebook, Linked In, etc.

7. Content & Copywriting
– This task will take place only if there is additional time during down-time
– Write posts in English and create simple graphics


All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first. The client is also looking for these requirements:

– The client prefers for the VA to use a laptop or PC for video interactions with him and patients. He considers that video interactions via cell phone do not come across as professional as the other two.

Ideal Requirements

A) Communication & Language
Excellent written English and Spanish skills. Must be able to draft and send emails and messages to clients.; Great phone personality, be able to be stern and to handle objections, and answer any questions.; Great customer service skills. Must be super friendly and personable on the phone.; Have great “emotional intelligence”, who can understand each customer’s situation.

B) Creativity & Proactiveness
Should be “coachable”, willing to learn new skills, and can follow directions.; Someone who can work independently, resourceful to find things on their own.; Not afraid to ask questions, know when to ask for help when needed.; Take ownership, have a great attitude to get things done.

C) People & Relationship
Easy to speak with and a good listener.; Great customer skills. Really good with people and friendly.; Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve.; Someone very patient, who could calm and make other people feel at ease under stressful situations.

D) Work Load & Stress Management
Able to get things done, and have a positive attitude to do things.; Must be extremely organized and detail-oriented.

E) Technology & Software
Knowledge or willingness to invest time in training themselves on the different platforms of the business.

F) Industry Specific – Healthcare
Must be able to take care of highly confidential and sensitive information.; Should be trustworthy and super professional.; Comfortable handling private and sensitive information.

Additional Requirements:
– VA should be interested in improving their own health and wellness.
– VA must be willing to follow the dress code and appear well-groomed and professional.
– Works-space needs to be quiet, private and the background (what patients will see) needs to reasonably resemble a professional office.
– Internet speed needs to be reliable.
– VA should be upfront and have good communication skills.

Work Details:
– Schedule: Monday to Wednesday from 9 am – 5 pm PT. Thursday from 11 am – 7 pm PT. Friday and Saturday from 9 am – 1 p.m. PT
– Hours: 40 hours/week