Virtual Assistant - Medical Office

About Our Practice

We are a growing integrative medical practice specializing in women’s health, hormones, primary care, and functional medicine. Our team provides personalized, compassionate care while blending conventional and holistic approaches. We are looking for a reliable, detail-oriented Virtual Assistant to support our Office Manager and help keep daily operations running smoothly.

This role is ideal for someone who enjoys helping patients, staying organized, and working behind the scenes in a healthcare environment that values whole-person wellness.

Position Overview

The Virtual Assistant will support front-office and administrative operations, including patient communication, scheduling, documentation, prescription workflows, and light marketing support. You will play a key role in creating a seamless experience for our patients and clinical team — all while upholding the highest standards of patient privacy and HIPAA compliance.

Key Responsibilities📞  Patient & Administrative Support

• Handle inbound and outbound phone calls professionally and with compassion
• Schedule, confirm, reschedule, and cancel appointments in the EMR (Charm EMR preferred)
• Manage provider calendars and optimize daily scheduling flow
• Send appointment reminders and new-patient intake forms
• Respond to patient and provider emails via Outlook in a timely manner
• Process and route incoming and outgoing faxes (cloud fax system)
• Maintain organized digital records and documentation throughout

📄  Clinical & Office Support

• Upload lab results, imaging reports, intake forms, and outside records into patient charts
• Enter reports into charts accurately and in a timely manner
• Assist with prescription refill workflows — receive requests, route to providers for authorization, confirm with pharmacies once approved
• Note: Clinical authorization remains solely the responsibility of the licensed provider
• Assist Office Manager with daily operational tasks and project tracking (Asana, Trello, or ClickUp)
• Follow HIPAA guidelines for all patient communications and records at all times

📱  Marketing & Social Media Support

• Create engaging, on-brand social media content (graphics, captions, post scheduling) for Instagram and Facebook
• Develop posts aligned with our integrative and holistic health philosophy using Canva or similar tools
• Organize and maintain a content calendar for consistent posting
• Support occasional email newsletter preparation and distribution
• Help organize marketing materials and assist with outreach campaigns as needed

Required Qualifications

• Previous experience as a Virtual Assistant, Medical Assistant, or Administrative Assistant in a healthcare setting
• Familiarity with EMR systems (Charm EMR strongly preferred)
• Experience with Outlook for email and calendar management
• Experience using cloud-based phone systems for inbound and outbound calls
• Experience with project management tools such as Asana, Trello, or ClickUp
• Familiarity with cloud-based fax services (e.g., eFax, HelloFax, RingCentral)
• HIPAA training or demonstrated healthcare compliance knowledge
• Comfortable communicating with patients by phone and email with professionalism and warmth
• Strong organizational and multitasking skills in a fast-paced environment
• Excellent written and verbal communication
• Tech-savvy with the ability to quickly learn new platforms and workflows
• Proficient in Google Workspace and basic design tools such as Canva
• Basic social media or content creation experience (Instagram, Facebook)
• Detail-oriented with strong follow-through and time management
• Reliable high-speed internet connection and a quiet, private, HIPAA-compliant home workspace

🌟 Preferred Qualifications

• Prior experience in an integrative, naturopathic, or functional medicine office
• Familiarity with holistic health terminology, supplements, and natural medicine concepts
• Experience with women’s health or hormone-focused practices
• Bilingual candidates are encouraged to apply

🔒 HIPAA & Compliance RequirementsIMPORTANT — Required Before First Day of Work

All candidates must complete the following prior to commencing work with the practice:

• Sign a Business Associate Agreement (BAA) with the practice
• Complete HIPAA training and provide documentation of completion
• Confirm use of a secure, password-protected device and private workspace
• Agree to the practice’s Remote Worker Security and Privacy Policy

• Unauthorized access to, disclosure of, or mishandling of Protected Health Information (PHI) will result in immediate termination and may carry legal consequences.