Job Description

Job Title: Healthcare Operations & EHR Virtual Assistant

Position Type: Part-Time – 20 hours per week

Work Hours: 8:00 AM–10:00 AM & 3:00 PM–5:00 PM PDT

Work Days: Monday–Friday

Salary: $5–$6 per hour, depending on experience

Workplace: Remote

About the Practice

Our client is a US-based healthcare and wellness practice specializing in women’s health, nutrition, and lactation support. Their team provides personalized, evidence-based care in areas such as nutrition counseling, pregnancy and postpartum wellness, eating disorder recovery, and lactation.

About the Role

Our client is seeking a highly organized and detail-oriented Healthcare Administrative & EHR Virtual Assistant to manage essential backend operations. The role primarily focuses on ClickUp project management, EHR management, and administrative reporting and tracking.

The ideal candidate has strong hands-on ClickUp experience, is comfortable working with healthcare EHR systems, and can independently manage recurring administrative responsibilities with minimal supervision. Training and established SOPs will be provided for the practice's specific systems and workflows.

Top 3 Priorities

1. ClickUp Project Management & Tracking

• Take ownership of ClickUp for project and task management.
• Manage lead tracking, invoicing, and insurance status updates.
• Maintain and monitor recurring tasks and workflows.
• Ensure tasks are accurately updated, organized, and completed on time.

2. EHR Management

• Manage administrative workflows across Intake Queue and Practice Better.
• Handle booking and invoicing tasks.
• Maintain accurate and up-to-date patient records.
• Verify that patient charts and required documentation are completed.
• Learn and follow the practice's established EHR processes and SOPs.

3. Administrative Reporting & Tracking

• Complete beginning-of-day, end-of-day, and weekly administrative checks.
• Update practice statistics and reports.
• Maintain Google Sheets for appointment counts, client discharges, insurance payouts, and other operational data.
• Cross-check insurance payouts for accuracy.
• Perform accurate data entry and reporting.

Additional Responsibilities

• Provide general backend administrative support to allow the Client Coordinator to focus on patient-facing responsibilities.
• Assist with emails, phone calls, reservations, and other personal or Executive Assistant tasks as needed.
• Follow established SOPs and Loom training materials.
• Potentially support limited client communication as the role develops.

Experience & Skills

• Proven, hands-on ClickUp experience is required. Candidates should be comfortable independently managing projects, tasks, recurring workflows, and tracking within ClickUp.
• Strong EHR/EMR experience is highly preferred. Direct experience with Intake Queue and Practice Better is an advantage but not required; candidates with solid healthcare EHR experience who can learn new systems will be considered.
• Experience with Google Sheets, data entry, tracking, and reporting.
• Previous healthcare administrative experience is preferred but not required.
• Familiarity with Spruce is a plus but not required. Experience with similar healthcare communication or phone systems is acceptable.
• Strong technical aptitude and ability to quickly learn new platforms and workflows.
• Excellent attention to detail, particularly when handling insurance information, invoicing, patient records, and reports.
• Highly organized, reliable, proactive, and capable of taking ownership of recurring tasks.
• Able to work independently with minimal supervision.
• Comfortable following established SOPs and Loom training materials.

Requirements

Basic Requirements

• Must be proficient in speaking and writing English clearly.
• Must have relevant work experience.
• Must be available for the required split schedule: 8:00 AM–10:00 AM and 3:00 PM–5:00 PM PDT, Monday–Friday.
• Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding.
• Must be available for video meetings with the camera on when needed.
• Must demonstrate reliable communication, attendance, and follow-through.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.