Healthcare Administrative Assistant

Job Title: Medical Virtual Assistant

Position Type: Part-time (with potential to transition to full-time)

Work Hours: 9:00 AM – 1:00 PM PST (flexibility maybe allowed subject to prior coordination & approval by the client)

Work Days: Monday - Friday

Salary: $6 - $8 per hour, depending on experience

We are seeking a highly organized, proactive Healthcare Administrative Assistant to support our healthcare operations. Our company provides mobile physical therapy and wellness services for older adults, delivering care directly in patients’ homes. This role involves administrative, clinical, and communication responsibilities that contribute to quality patient care. The ideal candidate is self-motivated, communicates clearly in English, and can handle tasks efficiently with minimal supervision.

Key Responsibilities:

• Patient Records Management: Maintain accurate and up-to-date documentation within the EMR system (HelloNote).
• Handling Patient Inquiries & Correspondence: Respond to calls, emails, and messages in a professional and compassionate manner.
• Medical Research & Reporting: Compile medical reports and research summaries for internal and client use.
• Document Preparation: Create and organize reports, spreadsheets, and presentations (Such as updating policy and procedure manuals, employee handbooks etc..).
• Social Media Management: Draft and schedule content, monitor activity, and maintain social media presence.
• Email & Text Management: Sort, prioritize, and respond to communications; distribute newsletters.
• Billing Support: Process payments from cash-pay patients, follow up on invoices, and coordinate payroll verification.
• Other Duties: Run reports, attend VA meetings, onboarding, update internal documents, follow up with doctors on care plans, and assist with client intake/follow-up and other administrative support as needed

Requirements:
Tools & Software:

• HelloNote (EMR) – training will be provided
• Google Workspace (Drive, Email, etc.)
• Virtual Marketing Mastery (VMM) – training will be provided

Qualifications:

• At least 2+ years of relevant experience as a Medical Virtual Assistant or in a similar healthcare administrative role
• Excellent grammar, writing, and verbal communication skills
• Strong problem-solving ability with willingness to ask questions when needed
• Self-starter with accountability and initiative
• Friendly, professional, and approachable demeanor
• Culturally sensitive and respectful, especially when working with older adult patients (75+)
• Clear and audible speaking voice suitable for patients with hearing limitations

1. Core Qualities (Top Priorities)

• Strong attention to detail (non-negotiable)
• High level of initiative and proactiveness
• Ability to problem-solve independently before escalating questions
• Demonstrates common sense and critical thinking
• Fast learner with minimal need for repeated instructions
• Can retain processes and apply past learnings consistently

2. Work Style Expectations

• Minimal handholding required
• Should take ownership of tasks and follow through without constant guidance
• Must avoid task-switching interruptions for the client (only escalate when truly necessary)
• Able to prioritize and manage time efficiently within a 4-hour workday
• Comfortable working in a fast-paced and growing business environment

3. Communication & Initiative

• Should proactively suggest solutions instead of asking what to do immediately
• Example expectation:
• Attempt solution → document actions taken → escalate only if needed

• Comfortable and confident with phone communication (inbound/outbound calls)
• Should be able to communicate clearly and professionally

4. Preferred Background / Experience

• Experience in an administrative role strongly preferred
• Background in medical field is a plus (PT, OT, or healthcare admin experience)
• Familiarity with medical terminology and workflows is beneficial
• Experience with insurance verification and referrals is helpful

5. Technical / Task-Based Expectations

• Must follow process accuracy (e.g., correct handling of referrals, patient charts, billing nuances)
• Able to:
• Read and interpret insurance details correctly
• Handle patient intake and documentation properly
• Maintain organized and accurate records

• Should not repeat previously corrected mistakes

Basic Requirements:

• Must be proficient in speaking and writing English very clearly.
• Must have relevant work experience.
• Be able to submit an NBI clearance or Local Police Clearance background check if requested.
• Must be available for video meetings with your camera on.
• Must have no other clients during required work hours.

Technical Requirements:

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 15 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.