[Hiring] Healthcare Operations & EHR Virtual Assistant @Winning Assistants

Role Description

Our client is seeking a highly organized and detail-oriented Healthcare Administrative & EHR Virtual Assistant to manage essential backend operations. The role primarily focuses on ClickUp project management, EHR management, and administrative reporting and tracking.

• Top 3 Priorities:
• ClickUp Project Management & Tracking:
  • Take ownership of ClickUp for project and task management.
  • Manage lead tracking, invoicing, and insurance status updates.
  • Maintain and monitor recurring tasks and workflows.
  • Ensure tasks are accurately updated, organized, and completed on time.
• EHR Management:
  • Manage administrative workflows across Intake Queue and Practice Better.
  • Handle booking and invoicing tasks.
  • Maintain accurate and up-to-date patient records.
  • Verify that patient charts and required documentation are completed.
  • Learn and follow the practice's established EHR processes and SOPs.
• Administrative Reporting & Tracking:
  • Complete beginning-of-day, end-of-day, and weekly administrative checks.
  • Update practice statistics and reports.
  • Maintain Google Sheets for appointment counts, client discharges, insurance payouts, and other operational data.
  • Cross-check insurance payouts for accuracy.
  • Perform accurate data entry and reporting.
• Additional Responsibilities:
• Provide general backend administrative support to allow the Client Coordinator to focus on patient-facing responsibilities.
• Assist with emails, phone calls, reservations, and other personal or Executive Assistant tasks as needed.
• Follow established SOPs and Loom training materials.
• Potentially support limited client communication as the role develops.

Qualifications

• Proven, hands-on ClickUp experience is required.
• Strong EHR/EMR experience is highly preferred.
• Experience with Google Sheets, data entry, tracking, and reporting.
• Previous healthcare administrative experience is preferred but not required.
• Familiarity with Spruce is a plus but not required.
• Strong technical aptitude and ability to quickly learn new platforms and workflows.
• Excellent attention to detail, particularly when handling insurance information, invoicing, patient records, and reports.
• Highly organized, reliable, proactive, and capable of taking ownership of recurring tasks.
• Able to work independently with minimal supervision.
• Comfortable following established SOPs and Loom training materials.

Requirements

• Must be proficient in speaking and writing English clearly.
• Must have relevant work experience.
• Must be available for the required split schedule: 8:00 AM–10:00 AM and 3:00 PM–5:00 PM PDT, Monday–Friday.
• Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding.
• Must be available for video meetings with the camera on when needed.
• Must demonstrate reliable communication, attendance, and follow-through.

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.