Key Facts

Remote From:

Virginia (USA)

Full time

English

Hard Skills

Process Management KPI Reporting Practice Management Calendar Management Escalation Management Performance Management Documentation Generation Billing Project Management Clinical Research Coordination Intelligent Virtual Assistant Organizational Structure

Other Skills

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Team Management
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Google Sheets
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Microsoft Excel
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Team Management
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Accountability
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Problem Solving
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Leadership

Roles & Responsibilities

Proven experience in US medical practice management
Experience managing or leading VA teams
Familiarity with US healthcare workflows (front office, billing, referrals, authorizations)
High proficiency in Excel/Google Sheets, task trackers, and documentation tools

Requirements:

Provide direct administrative support to the Practice Manager, including preparing reports, trackers, performance summaries, and maintaining SOPs, policies, and process documentation.
Manage schedules, calendars, and internal meetings; coordinate with billing, clinical, and front-office teams; track KPIs, productivity, and task completion.
Lead and supervise a team of Medical VAs, assign tasks, monitor workloads, conduct daily check-ins, and support onboarding and training; identify performance gaps and drive improvements.
Support workflow optimization, coverage planning, handovers, business continuity, and liaison between VAs and the Practice Manager to resolve issues while ensuring HIPAA compliance.

Job description

We are seeking an experienced Practice Management Virtual Assistant with a strong background in US healthcare operations to support the Practice Manager in daily administrative tasks while overseeing and coordinating a team of Virtual Assistants. This role requires excellent leadership, organization, and hands-on experience managing workflows in a US medical practice.

Requirements

Key Responsibilities:

Practice Manager Administrative Support

Provide direct administrative support to the Practice Manager
Prepare reports, trackers, and performance summaries
Manage schedules, calendars, and internal meetings
Maintain SOPs, policies, and process documentation
Track KPIs, productivity, and task completion across teams
Coordinate with billing, clinical, and front-office teams

VA Team Management

Supervise, coordinate, and support a team of Medical VAs
Assign tasks, monitor workloads, and ensure timely completion
Conduct daily check-ins, follow-ups, and status updates
Support onboarding and training of new VAs
Identify performance gaps and recommend improvements
Ensure adherence to HIPAA and internal compliance standards

Operational & Practice Support

Assist with workflow optimization and process improvement
Support coverage planning, handovers, and business continuity
Liaise between VAs and the Practice Manager to resolve issues
Handle escalation of operational concerns and client requests

Required Qualifications:

Proven experience in US medical practice management
Previous experience managing or leading VA teams
Strong administrative and operational background
Experience working closely with a Practice Manager or Operations Lead
Familiarity with US healthcare workflows (front office, billing, referrals, authorizations)
High proficiency in Excel/Google Sheets, task trackers, and documentation tools
Excellent written and verbal English communication skills
Strong leadership, accountability, and problem-solving skills
HIPAA-compliant remote work setup