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/ResponsibilitiesAbout 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
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:
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.
- 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.
