This is a remote position.

Virtual Assistant – Scheduling & Client Support

About the Role

We’re looking for a reliable, organised, and tech-savvy Virtual Assistant – Scheduling & Client Support to join our growing team supporting a home healthcare organisation in the United States.

This is a hands-on operational role combining client phone support, caregiver scheduling, Electronic Visit Verification (EVV) corrections, eligibility verification, and general administrative support.

You’ll play an important role in keeping day-to-day operations running smoothly by assisting clients over the phone, supporting caregiver schedules, maintaining accurate visit records, and ensuring information is correctly captured across healthcare systems.

This role is ideal for someone who is confident speaking with clients, highly detail-oriented, comfortable working across multiple systems, and able to work independently in a fast-paced remote environment.

Key Responsibilities

Client & Phone Support

• Answer inbound calls from existing and prospective clients.
  
• Respond professionally and confidently to general enquiries.
  
• Provide information about services where appropriate.
  
• Route calls, messages, and requests to the correct team members.
  
• Maintain a friendly, professional, and helpful client experience.
  
• Follow up on client or operational matters when required.
  

Scheduling Support

• Assist with caregiver scheduling using WellSky.
  
• Support the team with schedule changes, shift updates, and caregiver coordination.
  
• Help maintain accurate caregiver and client schedules.
  
• Ensure shifts and scheduling information are correctly documented within the system.
  
• Communicate scheduling updates to the relevant parties when required.
  

EVV & Visit Corrections

• Review Electronic Visit Verification (EVV) records using Authenticare.
  
• Identify visits with missing activity codes, incomplete information, or other documentation issues.
  
• Correct visit information so records can be properly completed and submitted for billing.
  
• Work across the WellSky and Authenticare integration to maintain accurate visit documentation.
  
• Escalate discrepancies or issues that cannot be resolved independently.
  

Eligibility Verification

• Verify client/member eligibility when required.
  
• Confirm service coverage and authorisation information.
  
• Ensure eligibility information is accurately documented and communicated to the appropriate team.
  

Administrative Support

• Provide general administrative support during periods of lower call or scheduling volume.
  
• Assist with organising information, maintaining records, and following up on outstanding tasks.
  
• Support the client and internal team with day-to-day operational requirements.
  
• Assist with ad-hoc personal assistant and administrative tasks when required.
  

Requirements

Requirements

To succeed in this role, you should have:

• Strong spoken and written English communication skills.
  
• Confidence communicating professionally with clients over the phone.
  
• Strong organisational and time-management skills.
  
• Excellent attention to detail and accuracy.
  
• The ability to manage multiple priorities and switch between tasks effectively.
  
• Strong computer skills and the ability to learn new systems quickly.
  
• The ability to work independently and remain productive in a remote environment.
  
• A reliable internet connection and suitable remote working environment.
  
• Reliable power backup to ensure continuity during scheduled working hours.
  

Preferred Experience

Previous experience in one or more of the following would be advantageous:

• Healthcare or home care administration.
  
• Caregiver or employee scheduling.
  
• Customer or client support.
  
• Virtual assistant or administrative support.
  
• Electronic Visit Verification (EVV).
  
• Healthcare eligibility or authorisation verification.
  
• WellSky and/or Authenticare.
  

Healthcare experience is preferred but not essential for candidates with strong scheduling, customer service, and administrative experience who can learn new systems quickly.

Systems Used

You will work primarily with:

• WellSky – Caregiver scheduling and operational management.
  
• Authenticare – Electronic Visit Verification (EVV).
  
• Internal phone and call-monitoring systems.
  
• Other administrative and communication platforms as required.
  

Working Hours

This is a full-time, 40-hour-per-week remote position.

The successful candidate must be available to work consistently during these hours and maintain reliable attendance throughout their scheduled working week.

Ideal Candidate

You’ll be a strong fit for this role if you are:

• Friendly, confident, and professional on the phone.
  
• Highly organised and detail-oriented.
  
• Comfortable working with schedules and resolving discrepancies.
  
• Able to learn unfamiliar healthcare systems and processes quickly.
  
• Comfortable managing multiple responsibilities throughout the day.
  
• Proactive and able to identify what needs to be done without constant supervision.
  
• Reliable, punctual, and able to consistently work the required Monday–Friday schedule.
  
• Motivated by supporting clients and helping a busy healthcare operation run smoothly.