Medical Administrative Assistant

Job Title: Medical Administrative Assistant

Position type: Part-Time

Work hours: Monday: 10:00 AM – 6:00 PM Eastern Time (ET); Remaining hours: Flexible during the week as long as assigned work is completed

Work days: Monday + flexible days during the week

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

Job code: WC-SWellness

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work/Responsibilities

About the Company

A growing clinic with multiple practitioners serving approximately 200 patients per week. This role will primarily support reporting, patient follow-up visibility, and operational organization to help improve patient retention and streamline internal processes.

This is the clinic’s first time working with a Virtual Assistant, so reliability, competence, and strong organizational skills are highly valued.

Reporting & Patient Follow-Up Tracking

• Run reports from ClinicMind (formerly Genesis) and other reporting tools
• Organize patient follow-up reports in Google Sheets
• Identify patients who have dropped off treatment plans
• Track patient care plan adherence
• Maintain organized reporting spreadsheets for operational visibility

Research & Documentation

• Compile medical research and reports
• Prepare documents including reports, presentations, and spreadsheets
• Ensure all reports and documentation are organized and updated

Communication & Email Management

• Manage emails and text communications
• Sort, prioritize, and respond to messages
• Send newsletters and announcements

Marketing & Engagement

• Create and manage email and SMS marketing campaigns
• Monitor campaign engagement and responses
• Respond to Google reviews and social media messages

Administrative Support

• Occasionally assist with phone coverage if in-office staff are unavailable
• Support clinic operations and reporting needs as required

Requirements:
Tools & Systems

Required:

• Google Workspace (especially Google Sheets)
• Email marketing platform (Mailchimp or similar)

Preferred (but not required):

• ClinicMind (formerly Genesis)
• BlueIQ reporting software

Communication Tools:

• Phone
• Zoom
• Google Meet

Ideal Candidate

The client is looking for someone who is:

• Efficient
• Technically capable
• Highly organized
• A clear communicator
• Reliable and detail-oriented

Personality fit is less critical than competence and reliability.

Success Metrics

• The Medical Admin Assistant will help achieve the following outcomes:
• Accurate reporting of patient follow-up status
• Identification of patients falling off treatment plans
• Organized and consistently updated reporting spreadsheets
• Consistent execution of email/SMS campaigns
• Timely responses to online reviews and social messages
• Improved patient retention and visibility into follow-up

Deal Breakers

• Candidates will not be considered if they have:
• Poor English communication
• Lack of technical proficiency
• Difficulty working with spreadsheets or data
• Inability to learn and adapt to new software

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 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.