Project Coordinator – Patient Lead Nurturing Healthcare VA  

Are you a Registered Nurse (RN) looking to leverage your clinical expertise in a dynamic, operations-focused role? As we lay the foundation for our new wellness and sports medicine clinic, we're seeking a Patient Project Coordinator to be a pivotal part of our team. This isn't your typical RN gig – you'll be at the intersection of clinical support and operations, driving patient engagement and streamlining our care journey.

You'll be the central point ensuring a seamless experience for our patients, from their initial inquiry to their ongoing care. If you're a proactive, empathetic, and tech-savvy RN with a knack for coordination and project management, we want to hear from you!

As our Patient Project Coordinator, you'll play a crucial role in patient acquisition, retention, and overall clinic efficiency. Your responsibilities will span three key areas:

• 1. Patient Engagement & Coordination:
  • Be the First Point of Contact: Serve as the primary contact for prospective patient inquiries across various channels (phone, email, web forms, social media).
  • Nurture & Educate: Engage leads with empathy, clarity, and accurate information, guiding them through our services, promotions, and care options until they're ready to book.
  • Streamline Scheduling: Coordinate and schedule patient appointments, assessments, and consultations. Manage bookings, cancellations, and rescheduling to minimize no-shows.
  • Efficient Documentation: Utilize EHR/EMR tools to update appointment notes and intake forms, ensuring the accuracy of patient records.
• 2. Operations & Project Management:
  • Cross-Functional Liaison: Act as the vital link between marketing, front office, and clinical teams to support lead conversion and seamless service delivery.
  • Data & CRM Management: Accurately track patient lead status, follow-ups, and conversion metrics using CRM platforms (e.g., GoHighLevel, IntakeQ) and Google Sheets. Maintain HIPAA-compliant documentation of all communications and updates.
  • Initiative Support: Track project timelines and tasks for clinic initiatives and service rollouts, ensuring internal teams meet campaign and operational deadlines.
  • Reporting & Analytics: Prepare weekly reports on patient lead statistics, booked appointments, pending follow-ups, and campaign effectiveness, highlighting areas for improvement.
• 3. Administrative Support:
  • Clinic Operations: Support general clinic operations, including calendar management, patient form processing, email templates, and basic content scheduling.
  • Back-Office Assistance: Assist with credentialing, insurance verification, and billing support as needed.

We're looking for a highly organized and compassionate individual with a strong foundation in healthcare and a passion for patient experience.

• Required Qualifications:
  • Philippine Registered Nurse (PRN) – Required
  • Minimum of 3 years of experience in a healthcare virtual assistant, lead nurturing, or patient engagement role.
  • HIPAA Certified (or willing to complete training before onboarding).
  • Strong command of English, both written and spoken.
  • Proficiency with EHR/EMR systems (e.g., Elation, IntakeQ) and CRM tools (e.g., GoHighLevel, HubSpot).
  • Expertise in Google Workspace (Docs, Sheets, Drive) and Microsoft Office (Word, Excel, Outlook).
  • Knowledge of U.S. healthcare workflows and patient confidentiality.
  • Skilled in managing multiple tasks and patient follow-ups in a fast-paced, virtual setup.
• Preferred Skills:
  • Background in sports medicine, rehabilitation, wellness, or concierge care clinics.
  • Understanding of private practice marketing funnels and conversion strategies.
  • Experience with telehealth platforms and remote scribing.
  • Familiarity with patient intake, triage, and documentation workflows.
  • Empathy-driven communication with a patient-first mindset.
  • Comfortable using platforms like Zoom, Slack, and Microsoft Teams.