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KEEP YOUR PATIENTS ON TRACK WITH AN OFFSHORE MEDICAL PATIENT COORDINATOR

Free your practice from missed follow-ups, referral gaps, and booking backlogs, and keep every patient moving smoothly through their care journey with dedicated offshore professionals in the Philippines.

Scale Your Broking Capacity with an

Offshore Broking Assistant

Free your onshore brokers from routine administration, protect profit margins, and deliver faster client service with dedicated offshore professionals in the Philippines.
300+
Businesses Helped
1k+
Skilled Professionals
20 days
Avg time to hire
97%
Staff Retention
THE BUSINESS CHALLENGE

Solving broking capacity

bottlenecks

Insurance and mortgage brokers face constant pressure to grow portfolios while maintaining strict compliance and service standards. However, senior onshore brokers often spend up to 40% of their working hours on administrative back-office tasks rather than advising clients and closing new business.

Common bottlenecks include:

rising-costs

Margins under pressure?

High onshore labor costs making administrative hiring unsustainable

team-burnout

Core team stretched thin?

Onshore broker burnout caused by repetitive data entry and document processing

high-turnover

Delayed customer service?

Delayed renewal processing and quote generation due to capacity limits

hiring-bottlenecks

Hiring hurdles?

Difficulty finding and retaining qualified talent locally

THE BUSINESS CHALLENGE

SOLVING PATIENT COORDINATION BOTTLENECKS 

Medical practices lose patients and time when referrals, follow-ups, and bookings aren't tracked closely. However, practice staff are often stretched across phones and walk-ins, leaving care coordination to fall through the cracks between visits.

Common bottlenecks include:

rising-costs

Margins under pressure?

High cost of local coordination and admin staff

team-burnout

Core team stretched thin?

Staff pulled between phones and patient follow-up coordination

high-turnover

Delayed customer service?

Slipped follow-ups and referrals frustrating patients and providers

hiring-bottlenecks

Hiring hurdles?

Difficulty finding reliable patient coordination talent locally

THE HAMMERJACK SOLUTION

SUPPORT BUILT AROUND

YOUR BROKERS

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We help you build a dedicated offshore support model. By pairing your onshore brokers with a specialized offshore Broking Assistant in the Philippines, you remove administrative friction, lower operating overhead, and create real operational leverage.

What could your business achieve with the right team behind it?

THE HAMMERJACK SOLUTION

Support built around your PRACTICE

We help you build a dedicated offshore support model. By pairing your onshore practice with a specialised offshore Medical Patient Coordinator in the Philippines, you remove administrative friction, lower operating overhead, and create real operational leverage.

What could your business achieve with the right team behind it?

Medical Virtual Receptionist

role overview &

key responsibilities

A dedicated offshore Broking Assistant handles the end-to-end administration of the policy lifecycle, client communications support, and system updates, allowing your local team to focus on high-value client advisory. 

Policy Administration & Processing
  • Preparing insurance quotes, policy schedules, and renewal documentation
  • Entering and updating client records in broking management systems
  • Processing policy variations, endorsements, and cancellations
  • Issuing certificates of currency and tax invoices

Underwriter & Insurer Coordination
  • Following up with underwriters on pending quote requests and terms
  • Gathering required underwriting information and risk submission files
  • Comparing insurer quotes against client requirements using standard templates

Claims Support & Tracking
  • Logging initial claim notifications and organizing supporting documentation
  • Following up with claims assessors and insurers on claim statuses
  • Updating clients on claim progress under the direction of the lead broker

Client Onboarding & Communication
  • Assisting with client onboarding documentation and compliance checks
  • Sending automated renewal reminders and follow-up notices
  • Managing email inquiries and organizing client files in your CRM

Role Overview &

Key Responsibilities

A dedicated offshore Medical Patient Coordinator keeps your patients' care moving between visits, coordinating referrals, follow-ups, and appointments, while also handling calls and first contact for your practice.

Patient Care Coordination
  • Coordinating referrals to specialists, imaging, and allied health providers
  • Following up with patients on pending results, referrals, and next steps
  • Liaising with external providers to confirm appointments and share required information
  • Tracking patient care pathways so nothing falls through the cracks

Appointment & Care Journey Scheduling
  • Booking, rescheduling, and confirming patient appointments across the care journey
  • Coordinating multi-provider bookings for patients under ongoing care
  • Checking practitioner and specialist availability to match patients to the right visit
  • Updating the schedule in real time as bookings and referrals change

Call Answering & Patient Contact
  • Answering incoming patient calls and triaging based on urgency
  • Taking detailed messages for practitioners and following up as required
  • Providing a warm, professional first point of contact for patients
  • Directing urgent or clinical concerns to the appropriate team member

Coordination Records & Front Desk Support
  • Keeping call logs, contact records, and coordination notes up to date
  • Answering general enquiries about the practice, services, and fees
  • Liaising with admin and billing staff on patient coordination queries
  • Supporting overflow front desk coverage during busy periods or leave

Skills and Qualifications

When you partner with hammerjack, we source candidates tailored to your specific software stack and broking workflows.

  • Education: Bachelor’s degree in Business, Finance, Commerce, or a related discipline
  • Industry Context: Direct experience supporting broking or financial services workflows
  • System Knowledge: Familiarity with broking platforms (such as Ebix Evolution, Steadfast SVU, WinBEAT, Salesforce, or Xero)
  • Communication: High proficiency in written and spoken English for professional correspondence
  • Core Competencies: Exceptional attention to detail, strong data accuracy, and adherence to compliance protocols

Skills and Qualifications

When you partner with hammerjack, we source candidates tailored to your specific phone systems and patient coordination workflows. 

  • Education: Certificate or diploma in Business Administration, Health Administration, or a related discipline, or equivalent experience
  • Industry Context: Experience in patient care coordination, medical reception, or patient-facing healthcare admin roles
  • System Knowledge: Familiarity with practice management and phone or booking systems
  • Communication: High proficiency in spoken and written English, with a calm, professional manner
  • Core Competencies: Reliable follow-through on patient coordination, strong multitasking, and active listening
HOW IT WORKS

Offshore that works. Real leverage.

icon_start_with_you
Understanding what you are solving for

We start with where your team is stretched, then build a plan around your budget, timeline, and the roles that would give you the most room.

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Finding the right talent

Our in-house recruiters source degree-qualified, experienced professionals, screened and tested for skill and long-term cultural fit with your brokers.

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Full support for you and your staff

A dedicated Customer Success Manager and People & Culture partner look after the relationship on both sides, so your team stays engaged and aligned.

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Get real offshore value

We handle the employment, HR, IT, and compliance infrastructure. You keep control of the work, and get back capacity to grow.

FAQ

Will offshore admin staff follow our processes?
Yes. Staff are trained on your systems and workflows.
Can roles align to our operating hours?
Yes. Working hours can be structured to suit your needs.
Is offshore admin suitable for long-term roles?
 Yes. Teams are built for stability and continuity.

Don't just take our word for it

Real results, real partners. Discover how businesses like yours solved challenges and grew with us.

Tell us the roles you need filled

We'll handle the rest.