[Hiring] Healthcare Operations Assistant @Winning Assistants

Role Description

Our client is a well-established, growing integrated healthcare practice that provides comprehensive primary care with a mind, body, and soul approach. They are looking for a mature, highly capable, and proactive Healthcare Operations Assistant — Integrated Primary Care to serve as a right-hand support person for the provider and practice. This role is ideal for someone with strong healthcare operations experience, excellent English communication skills, critical thinking, and the ability to manage complex administrative, patient, pharmacy, insurance, and billing workflows with minimal hand-holding.

The right candidate should be highly professional, detail-oriented, accountable, and comfortable working in a fast-paced, high-stakes healthcare environment where patients depend on accurate, timely, and thoughtful support.

Responsibilities

• Message Review & Task Management:
  • Review incoming messages across systems, identify urgent items, and maintain organized task lists.
  • Prioritize patient, provider, pharmacy, insurance, billing, and operational tasks independently.
  • Ensure assigned tasks are completed accurately and on time without repeated reminders.
  • Monitor messages across systems and respond or escalate as appropriate.
• Pharmacy Coordination & Patient Communication:
  • Call pharmacies after patient visits to verify medication readiness before patients inquire.
  • Coordinate with pharmacies, patients, medical offices, and insurance companies as needed.
  • Support patient communication and appointment scheduling.
  • Draft clear, professional patient, pharmacy, and practice-related communications.
• Insurance, Billing & Payment Operations:
  • Handle insurance verification and prior authorization-related tasks.
  • Support deductible collection, payment tracking, and revenue-related administrative workflows.
  • Coordinate with insurance companies regarding coverage, authorizations, and billing-related concerns.
  • Track billing and payment-related tasks to ensure accurate follow-through.
• Practice Operations & Growth Support:
  • Provide administrative and operational support to help the practice run efficiently.
  • Identify errors, missing information, workflow gaps, or unresolved tasks before they create larger issues.
  • Support practice growth by recognizing appropriate opportunities for high-ticket services, such as aesthetics, regenerative treatments, and hormone-related services, while maintaining a professional and patient-centered approach.

Qualifications

• Healthcare Operations Experience: Required.
• Executive Assistant / Right-Hand Support Experience: Preferred.
• Message Management & Task Prioritization Experience: Required.
• Pharmacy Coordination Experience: Required.
• Insurance Verification & Prior Authorization Experience: Required.
• Billing, Payment Tracking & Deductible Collection Experience: Required.
• EHR / EMR Experience: Required.
• Sales Awareness / Revenue Support Experience: Preferred.

Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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.