About the job
Job Title: Healthcare Administrative Assistant
Position Type: Part-time (with potential for full-time transition)
Work Hours: 9:00 AM – 1:00 PM PST (flexibility available with prior coordination & client approval)
Work Days: Monday - Friday
Salary: $6 - $8 per hour based on experience
We are looking for a detail-oriented and proactive Healthcare Administrative Assistant to enhance our healthcare operations. Our organization specializes in providing mobile physical therapy and wellness services to older adults, delivering care directly in patients’ homes. This role encompasses administrative, clinical, and communication tasks that are essential for ensuring high-quality patient care. The ideal candidate is self-motivated, possesses excellent English communication skills, and can perform tasks efficiently with minimal supervision.
Key Responsibilities:
- Patient Records Management: Keep precise and current documentation in the EMR system (HelloNote).
- Handling Patient Inquiries & Correspondence: Professionally respond to calls, emails, and messages with compassion.
- Medical Research & Reporting: Prepare medical reports and research summaries for internal and client use.
- Document Preparation: Generate and organize reports, spreadsheets, and presentations (including updates to policy manuals and employee handbooks).
- Social Media Management: Create and schedule content, monitor interactions, and sustain social media presence.
- Email & Text Management: Organize, prioritize, and reply to communications; distribute newsletters.
- Billing Support: Process payments from cash-pay patients, track invoices, and coordinate payroll verification.
- Other Duties: Generate reports, attend VA meetings, assist with onboarding, update internal documents, liaise with doctors on care plans, and provide general administrative support as necessary.
Requirements:
Tools & Software:
- HelloNote (EMR) – training will be provided
- Google Workspace (Drive, Email, etc.)
- Virtual Marketing Mastery (VMM) – training will be provided
Qualifications:
- Minimum of 2 years of experience as a Medical Virtual Assistant or in a similar healthcare administrative role
- Exceptional grammar, writing, and verbal communication skills
- Strong problem-solving skills with a proactive approach to inquiries
- Self-starter who demonstrates accountability and initiative
- Friendly, professional, and approachable demeanor
- Culturally sensitive and respectful, particularly when interacting with older adult patients (75+)
- Clear and audible voice suitable for patients with hearing impairments
