Medical Administrative Assistant (Job ID: EARREG1)

IMPORTANT - Watch this quick Loom video on how to get hired:
https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0

C1 ENGLISH LEVEL IS REQUIRED, THE SELECTED CANDIDATE WILL BE SPEAKING STRICTLY IN ENGLISH DURING THEIR WHOLE SHIFT.

PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH

About the Client:

The client is a solo mental health provider running a virtual psychiatry practice with approximately 50 to 100 active patients. The practice focuses heavily on delivering high-quality, personalized care, particularly serving the LGBTQ+ community. As the business continues to grow, the client is experiencing an increased administrative workload and is seeking a reliable Virtual Assistant to help streamline operations, improve patient coordination, and free up time to focus on clinical responsibilities and overall well-being.

About the Role:

This role is focused on providing administrative and operational support within a healthcare setting, acting as a key extension of the client’s day-to-day operations. The Virtual Assistant will manage patient communications, scheduling, and intake processes while ensuring accuracy, organization, and a high level of professionalism. The role requires someone who is detail-oriented, empathetic, and comfortable interacting with patients, with the ability to work independently and grow into a long-term position within the practice.

Key Responsibilities

Patient Communication & Coordination

• Manage patient messages, inquiries, and follow-ups
• Conduct initial screening calls for new patients
• Handle appointment confirmations, rescheduling, and general coordination
• Respond to phone calls and voicemail inquiries

Scheduling & Calendar Management

• Review and maintain the client’s calendar to avoid conflicts
• Coordinate appointment changes based on availability
• Ensure patients complete required forms prior to appointments
• Reschedule or follow up with patients as needed

Medical Administration Support

• Assist with EHR-related tasks such as updating records and managing patient data
• Queue medication refill requests for provider approval
• Monitor and follow up on faxes with pharmacies or other providers
• Send superbills and support basic documentation processes

Billing & Payment Follow-ups

• Verify that payments are completed or on file
• Follow up with patients regarding declined or missing payments

Patient Intake & Retention

• Review intake forms and ensure completion before appointments
• Schedule initial evaluations for new patients
• Follow up with inactive patients and assist with re-engagement
• Support discharge processes and patient archiving when necessary

Operational Support

• Maintain organization across administrative workflows
• Assist with additional administrative or bookkeeping tasks as the role evolves

Qualifications & Skills

Must

• Prior experience working in healthcare, medical, or patient-facing environments
• Strong English communication skills, both written and verbal
• Experience with administrative support, scheduling, and coordination
• Ability to handle sensitive and confidential information professionally
• Availability to work part-time with overlap in PST hours, including evenings and weekends

Preferred

• Experience in mental health or psychiatry settings
• Familiarity with EHR systems such as PracticeQ or IntakeQ
• Experience supporting U.S.-based healthcare providers
• Basic understanding of billing, payments, or bookkeeping processes

Personality Traits

• Emotionally intelligent and empathetic
• LGBTQ+ affirming, respectful, and culturally sensitive
• Highly organized and detail-oriented
• Proactive and capable of working independently
• Reliable and interested in long-term growth within the practice
• Warm, professional, and patient-focused