Medical Practice Virtual Assistant

Job Description

• We are seeking an experienced, tech-savvy, and highly empathetic Virtual Medical Practice Manager / Assistant to oversee the operational and administrative backend of a growing psychiatric practice. The practice is preparing for a physical office relocation by January 1st, alongside a complete digital migration from Practice Fusion to SimplePractice. The ideal candidate brings strong operational logic, EHR data-handling proficiency, and a warm, diplomatic communication style capable of handling sensitive mental health scenarios (including anxious patients, child custody nuances, and urgent risk triage). Key Responsibilities EHR Transition & Administrative Operations SimplePractice Onboarding: Assist with configuring, building out, and maintaining the backend of SimplePractice. Data & Medical Records Migration: Coordinate the smooth transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records. Tool Consolidation: Help consolidate disconnected systems (Updox fax, Converge payment processing, third-party bookkeeping) into SimplePractice's unified billing and portal ecosystem. Transition Logistics: Support administrative workflows related to the January 1st office move—including updating provider credentialing addresses, adjusting phone systems, and syncing website information. Practice & Calendar Management Calendar & Schedule Oversight: Manage overlapping professional and personal calendars, coordinate continuing medical education (CME) travel schedules, and streamline daily appointments. Prior Authorizations & Paperwork: Process psychiatric prior authorizations, coordinate prescription refill workflows via EHR, and organize electronic/uploaded document backlogs. Communication & Inbox Triage: Manage incoming practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries. Patient Coordination & Compassionate Care Patient Front-Line Communication: Serve as the primary, gentle point of contact for patients and families seeking care. Sensitive Scenario Handling: Demonstrate emotional composure and tact when interacting with anxious clients, navigating child custody desk requirements, and managing adolescent behavioral contexts. Risk Assessment Support: Quickly identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil following established practice protocols. Candidate Qualifications & Requirements Experience: 4 to 10 years of virtual assistant or practice management experience in a medical setting (psychiatry, mental health, or pediatric experience strongly preferred). Technical Proficiency: Hands-on experience with Electronic Health Record (EHR) systems—SimplePractice experience is strongly preferred. Familiarity with Practice Fusion, digital fax systems (Updox), and digital billing platforms. Tech-savvy and adaptable to HIPAA-compliant communication platforms (Microsoft Teams, Slack, Google Workspace). Compliance & Legal Knowledge: Strict adherence to HIPAA standards, privacy laws, and medical-legal boundary guidelines. Language & Tone: Professional English fluency with a warm, gentle, and diplomatic style (Spanish-speaking ability preferred to support local Houston demographics). Personality & Capacity: High emotional intelligence, calm demeanor under pressure, strong organizational logic, and a patient-first ethos.
• $1,400 - $1,800 a month U.S.-based child, adolescent, and adult psychiatrist | Central Standard Time (CST) working hours | Full-Time (40 hrs/week)
• Why Join Assist World? 100% REMOTE $50 birthday bonus $200 testimonial bonus NO TRACKER. NO PROBLEM Important Hiring Note / Eligibility: We are a remote-first team, but due to international payment regulations, we can only hire candidates who can receive payments via Wise (SA, UK, US & PH). Before applying, please ensure Wise operates and supports local bank transfers in your country of residence/bank location. Regrettably, we cannot proceed with applications from regions where Wise services are unavailable.
• We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.
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