Patient Care Communications Specialist

Practice Type: Chiropractic / Healthcare Clinic

Hours: 30-35 hours per week initially, with possible schedule variation based on clinic coverage needs

Rate: $5-$6.50/hour with performance-based increase after 6 months

Schedule Requirement: Must be flexible with assigned shift and willing to work Saturdays

Position Overview

We are looking for a polished, reliable, and patient-focused Patient Care Communications Specialist to support a growing chiropractic clinic.

This role serves as the voice of the practice and will be the first point of contact for current and prospective patients. The idóneo candidate must create a warm, calm, professional, and trustworthy experience across phone, text, voicemail, email, and scheduling workflows.

This is a high-volume communication role focused on patient calls, scheduling, follow-up, and retention. The candidate must be organized, emotionally aware, detail-oriented, and able to handle patient concerns with empathy and sound judgment.

Key Responsibilities

- Answer high-volume inbound patient calls professionally and promptly.
- Respond to patient texts, voicemails, emails, and fax-related messages in a timely and accurate manner.
- Schedule new patient appointments and collect complete intake information. Schedule, confirm, cancel, and reschedule existing patient appointments in MacPractice.
- Prioritize new patient inquiries and referral opportunities before routine rescheduling requests.
- Conduct follow-up and reactivation outreach for inactive or lapsed patients. Help convert patient inquiries into booked appointments.
- Maintain accurate patient records, scheduling notes, and communication documentation.
- Coordinate with in-office staff to keep the provider schedule full and organized. De-escalate patient concerns related to scheduling, billing confusion, insurance questions,



or unexpected frustrations.
- Know when to listen, gather details, offer a callback, and avoid overwhelming the patient with unnecessary information.
- Support missed-call follow-up workflows and communication improvements inside Weave.
- Protect patient privacy and follow HIPAA standards at all times.

Required Qualifications

- Excellent spoken English with a clear, easy-to-understand, neutral accent. Strong written communication skills for SMS, email, and patient-facing messages.
- Prior experience as a Virtual Medical Assistant, Medical Receptionist, Patient Communication Specialist, Front Desk Coordinator, or similar healthcare support role.
- Comfortable handling high call volume in a fast-paced clinic environment.
Strong patient service mindset, emotional intelligence, and common sense.
Able to multitask across calls, texts, emails, voicemails, faxes, and scheduling tasks.
- Reliable, punctual, and proactive with attendance communication.
Must own and work from a Mac OS device such as a MacBook, iMac, or Mac mini. This is a client-specific requirement.
- Must have reliable high-speed wired internet (LAN) .
- Must be flexible with schedule assignment and willing to work on Saturdays if needed.

Preferred Qualifications

- Experience with MacPractice, Weave, Solutionreach, Podium, or similar healthcare communication platforms.
- Familiarity with chiropractic terminology, treatment plans, and recurring visit schedules.
- Experience with patient reactivation,



new patient conversion, and provider schedule optimization.
- Prior experience supporting U.S. healthcare clinics.

Schedule Coverage

VA

Mon

Tue

Wed

Thu

Fri

Sat

Sun

Hrs/week

VA 1

7:30-18:00

1-hour break

7:30-14:30

30-min break

7:30-13:00

30-min break

7:30-14:30

30-min break

7:30-13:00

30-min break

OFF

OFF

32.5

VA 2

7:30-18:00

1-hour break

7:30-14:30

30-min break

7:30-13:00

30-min break

7:30-14:30

30-min break

7:30-13:00

30-min break

OFF

OFF

32.5

VA 3

OFF

14:00-20:30

30-min break

12:30-18:30

30-min break

14:00-20:30

30-min break

12:30-18:30

30-min break

07:30-15:00

30-min break

OFF

30

VA 4

OFF

14:00-20:30

30-min break

12:30-18:30

30-min break

14:00-20:30

30-min break

12:30-18:30

30-min break

07:30-15:00

30-min break

OFF

30

Candidates must understand that the client will make the final schedule assignment based on clinic need, candidate strength, and coverage fit.

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English proficiency, Written communication, High call volume, Multitasking, Patient service mindset, Mac OS device owner, Reliable internet, Flexible schedule, Saturday availability, Weave familiarity
Answer high-volume inbound patient calls promptly and professionally., Respond to texts, voicemails, emails, and fax-related messages timely and accurately., Schedule new and existing patient appointments in MacPractice, including intake information and rescheduling., Prioritize new inquiries and referrals before routine scheduling., Conduct follow-up and reactivation outreach for inactive patients and convert inquiries to bookings., Maintain accurate patient records and communication notes., Coordinate with in-office staff to keep provider schedule full and organized; de-escalate concerns.

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