Virtual Medical Transportation Scheduling Assistant

Work Hours 6:00AM - 6:00PM PST ( "On Call" from 6pm to 9pm M-F On call (if possible) )

Work Days: Monday - Friday
Salary: $5 - $6 per hour starting offer depending on experience & performance (with increase)

Scope of Work & Responsibilities

1. Medical Transportation Operations Assistant (Client-Facing Role)

Dispatch & Coordination:

Schedule and coordinate patient transportation requests to ensure timely service
Communicate with patients, drivers, and facilities to confirm appointments and logistics
Monitor driver availability and transportation routes to optimize scheduling
Resolve real-time dispatch issues and conflicts as they arise
Patient Communication:

Respond to transportation inquiries, schedule updates, and billing questions
Deliver compassionate communication, especially for patients with mobility limitations or special needs
Maintain accurate patient transportation records and logs
Address and resolve complaints in a professional and timely manner
Data Entry & Reporting:

Input and update patient info in the transportation management system
Generate reports on transportation KPIs (e.g., volume, on-time performance)
Maintain billing records and assist with invoice processing
Communicate with insurance providers for billing inquiries
Compliance & Safety:

Ensure adherence to transportation safety regulations
Maintain driver and vehicle documentation
Support incident reporting and investigations

2. Nurse Continuing Education Support (Client-Facing Role)

Course Registration & Support:

Assist nurses with registration and enrollment in continuing education courses
Provide information on course schedules, requirements, accreditation, and certification
Troubleshoot issues with the learning management system (LMS)

Communication & Outreach:

Respond to nurse inquiries via phone, email, and chat
Manage social media accounts, forums, and email outreach for marketing and engagement
Coordinate logistics for events (venue booking, registration, materials prep)
Provide virtual or on-site support to attendees and speakers

Customer Service & Feedback:

Collect, review, and act on course feedback to improve offerings
Address nurse concerns quickly and compassionately
Build and maintain strong relationships with nurse learners

Required Skills & Qualifications

Exceptional Communication Skills – Clear, empathetic, and client-centered
Customer Service Orientation – Friendly, responsive, and solutions-focused
Organizational & Time Management – Able to manage multiple priorities effectively
Problem Solving & Critical Thinking – Quick, confident decision-maker
Technological Proficiency – Experience with TMS, LMS, CRM, Canva, and other admin tools
Medical Terminology (Basic) – Helpful for understanding context in both roles
Adaptability & Flexibility – Able to shift between roles and responsibilities with ease
Empathy & Compassion – Especially when working with patients and nurses
Attention to Detail – Accuracy in scheduling, billing, and data management is essential

Bonus Skills

Graphic Design & Content Creation – Proficiency in Canva, Photoshop, or other design platforms
Sales Background – Sales calls, cold calling, and client pitching experience

Software Proficiency

Canva
Transportation Management System (TMS)
Learning Management System (LMS)
CRM & Communication Platforms

Key Performance Indicator (KPI)

Zero Missed Calls – Responsiveness and availability are top priorities

Traits We're Looking For

Proactive Communicator – Always keeps the team and clients in the loop
Positive & Solution-Oriented – Focused on what can be done
Client-Focused & Professional – Patient-first mindset
Reliable & Adaptable – Shows up on time, handles changes with ease
Able to “Juggle Many Plates” – Thrives in fast-growing, fast-paced environments
Bonus: Strong Canva/design skills

Red Flags (Not a Fit if...)

Frequently late or absent
Unresponsive or difficult to communicate with
Resistant to learning SOPs or adapting to change

Basic requirements

Must be proficient in speaking and writing English very clearly
Must have relevant work experience
Be able to submit an NBI clearance or Local Police Clearance background check if requested
Must be available for video meetings with your camera on
Must have no other clients during required work hours

Technical requirements

Device: Reliable laptop or desktop computer.
Internet: High-speed connection (minimum 10 Mbps).
Audio: Noise-canceling headset.
Video: Webcam for virtual meetings.
Workspace: Quiet, professional environment.
Additional Requirements

Must submit a short video introduction as part of your application