[Hiring] Healthcare Administrative Assistant @Winning Assistants

Role Description

We are seeking a highly organized, proactive Healthcare Administrative Assistant to support our healthcare operations. 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.

• 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 (e.g., updating policy and procedure manuals, employee handbooks).
• 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.

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.

Requirements

• 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.
• 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.
• 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.
• 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.
• 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.

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.