Job Description

We are seeking a highly organized and detail-oriented Virtual Assistant with a strong background in healthcare to support a wellness-oriented medical practice. This role involves managing administrative tasks such as scheduling, patient communication, and EHR data management. The ideal candidate has at least three years of experience as a virtual assistant or administrative support professional in a healthcare setting, with a working knowledge of electronic health record (EHR) systems and HIPAA compliance. A customer-centered mindset, excellent communication skills, and the ability to work independently in a remote setting are essential for this role.

Work schedule

• Part-time, approximately 30 hours per week
• Monday to Friday
• Working hours aligned with Pacific Time (PT)

Responsibilities:

- Manage patient scheduling and calendar coordination using internal systems

- Respond to patient inquiries via phone, email, and secure messaging platforms

- Maintain accurate and up-to-date electronic health records (EHR) and patient documentation

- Conduct follow-ups and appointment reminders to ensure patient compliance

- Process online forms, intake documentation, and patient onboarding materials

- Coordinate administrative tasks such as file organization, digital archiving, and data entry

- Support back-office operations, including voicemail review and email triage

- Assist with basic reporting and operational checklists to support practice workflow

- Communicate with medical staff and patients professionally and in accordance with HIPAA guidelines

Qualifications:

- Bachelor’s degree in Healthcare Administration, Nursing, or a related field

- 3+ years of experience as a Virtual Assistant or administrative support in a healthcare environment

- Proficiency with electronic health record (EHR) systems and online scheduling tools

- Familiarity with HIPAA guidelines and data privacy best practices

- Excellent written and verbal English communication skills

- High proficiency in Microsoft 365, Google Workspace, and online form platforms

- Strong organizational skills and attention to detail

- Ability to work independently and manage time effectively in a remote setting

- Preferred: Prior experience in concierge, naturopathic, or integrative wellness practice

Computer/laptop

Processor: Intel Core i5 or higher

RAM: 8GB or higher

Storage: 256GB SSD or higher Operating

System: Windows 10 or macOS

Display: 13-inch or larger screen size with a resolution of 1920x1080 or higher

Battery Life: Minimum of 8 hours

Internet

10 Mbps download and 5 Mbps upload

Accessories

Webcam

Noise-canceling headset with mic

Work set-up

Professional/presentable background

Quiet and distraction-free area