Practice Management Virtual Assistant (VA Team & Admin Support)

We are seeking an experienced Practice Management Virtual Assistant with a strong background in US healthcare operations to support the Practice Manager in daily administrative tasks while overseeing and coordinating a team of Virtual Assistants. This role requires excellent leadership, organization, and hands-on experience managing workflows in a US medical practice.

Requirements

Key Responsibilities:

Practice Manager Administrative Support

• Provide direct administrative support to the Practice Manager
• Prepare reports, trackers, and performance summaries
• Manage schedules, calendars, and internal meetings
• Maintain SOPs, policies, and process documentation
• Track KPIs, productivity, and task completion across teams
• Coordinate with billing, clinical, and front-office teams

VA Team Management

• Supervise, coordinate, and support a team of Medical VAs
• Assign tasks, monitor workloads, and ensure timely completion
• Conduct daily check-ins, follow-ups, and status updates
• Support onboarding and training of new VAs
• Identify performance gaps and recommend improvements
• Ensure adherence to HIPAA and internal compliance standards

Operational & Practice Support

• Assist with workflow optimization and process improvement
• Support coverage planning, handovers, and business continuity
• Liaise between VAs and the Practice Manager to resolve issues
• Handle escalation of operational concerns and client requests

Required Qualifications:

• Proven experience in US medical practice management
• Previous experience managing or leading VA teams
• Strong administrative and operational background
• Experience working closely with a Practice Manager or Operations Lead
• Familiarity with US healthcare workflows (front office, billing, referrals, authorizations)
• High proficiency in Excel/Google Sheets, task trackers, and documentation tools
• Excellent written and verbal English communication skills
• Strong leadership, accountability, and problem-solving skills
• HIPAA-compliant remote work setup