[Hiring] Virtual Practice Admin Specialist @Staffing for Doctors

Role Description

We are seeking an intelligent, articulate, and deeply empathetic Virtual Practice Admin Specialist to run the daily administrative operations and patient engagement for our specialized functional medicine practice. We need an independent thinker who can view a schedule like a strategic game of Tetris, master our software systems, and connect with our patients with warmth and respect.

In this pivotal position, you will execute our daily workflow "circle"—handling:

• Patient communication via phone calls, emails, and portal messages
• Navigating Charm EHR
• Managing lab ordering and uploads
• Processing payments
• Strategically maintaining the calendar

The ideal candidate possesses:

• An accent-neutral, polished phone presence
• A strong grasp of functional medicine or naturopathic clinic workflows

Working Environment & Core Schedule:

• Role Title: Virtual Practice Admin Specialist (Functional Medicine)
• Practice Specialty: Functional Medicine / Naturopathic Care
• Status: Full-Time (31 Hours / Week)
• Core Schedule (PST):
  • Monday – Thursday: 8:30 AM – 12:30 PM PST & 1:30 PM – 4:30 PM PST (7 hrs/day)
  • Friday: 8:30 AM – 12:30 PM PST (4 hrs)
• Off on major holidays and pre-scheduled practice closure dates.
• Core Systems & Software: Charm EHR (Required), Fullscript, MailChimp, Canva, LabCorp/Quest Portals

Top 3 Daily Tasks:

• Strategic Calendar & Patient Management: Proactively manage return-visit intervals and appointment lengths according to billing notes.
• Patient Communication & "Acknowledge and Steer": Triage incoming phone calls, emails, and portal messages.
• Daily Administrative "Circle" Execution: Review voicemails/messages, collect payments, process lab downloads/uploads, manage Fullscript order signals, and update MailChimp lists.

Qualifications

• Minimum 2+ years of direct experience supporting a U.S.-based Functional Medicine or Naturopathic medical practice.
• Direct, hands-on administrative experience navigating Charm EHR (non-negotiable).
• Fluent, highly articulate spoken English with a neutral accent that allows patients to communicate comfortably over the phone.
• Ability to evaluate clinical/administrative variables, cross-check details independently, and execute complex schedule adjustments without relying on constant oversight.
• Dedicated, private, HIPAA-compliant home office equipped with a reliable computer (PC/Mac), high-speed internet, backup power/internet solutions, and a noise-canceling headset.

Requirements

• Prior experience using Fullscript, MailChimp, Canva, and major laboratory portals (LabCorp, Quest Diagnostics).
• Interest in taking on creative projects, marketing materials, and practice expansion tasks once daily operations are mastered.

Ideal Candidate Profile

You are a warm, sharp, and intuitive practice manager who genuinely cares for patients. You navigate Charm EHR smoothly, handle calendar logistics with foresight, and possess the communication finesse to guide patients thoughtfully through their functional health journey.