About the Practice
We are a small, private child therapy practice working with young children and their families. Our clients are parents who care deeply about their children's wellbeing — many of them high-achieving, detail-oriented, and navigating significant anxiety about their child's progress and care. The families we serve deserve a practice that is organized, responsive, and feels like it has everything handled before they even have to ask.
Right now, the practice is operating reactively — things get done when they come up rather than before they need to. We are looking for a Virtual Administrative Assistant who will bring proactive organization to the practice, ensuring that scheduling, intake, and documentation are consistently complete, current, and ready — without needing to be prompted.
About the Role
This is a part-time remote administrative role ranging from 5 to 20 hours per week depending on client volume and workload. All communication with families is handled via email only — no phone calls are required. You will be trained on the EHR (electronic health record) system the practice uses.
The most important quality for this role is being genuinely proactive. The practice owner should not have to remind you that an intake form is missing, that a client's paperwork is incomplete, or that an appointment needs to be confirmed. You notice it, you handle it, and you communicate clearly when something needs attention. You do this before it becomes a problem.
You will also be communicating, by email, with parents who may be anxious, overwhelmed, or highly detail-oriented. Your tone must reflect warmth, calm, and clarity at all times — even when following up on something routine.
Key Responsibilities
Scheduling
- Manage appointment scheduling for new and existing clients, ensuring the calendar is accurate and up to date
- Send appointment confirmations and reminders to parents via email ahead of scheduled sessions
- Proactively monitor the schedule for gaps, conflicts, or upcoming appointments that need follow-up action
- Coordinate rescheduling requests professionally and efficiently, keeping the practice owner informed of any changes
Client Intake
- Manage the new client intake process from initial inquiry through completed onboarding paperwork
- Send intake forms, consents, and required documentation to new families via email and track completion status
- Follow up promptly and kindly with families who have not completed their intake materials — do not wait to be asked
- Verify that all intake documentation is received, complete, and properly filed in the EHR before the first appointment
Documentation & Records Management
- Monitor client files in the EHR system to ensure documentation is complete, current, and organized
- Flag any missing, incomplete, or expiring documents — consents, assessments, or other required forms — before they become a compliance issue
- Maintain organized and audit-ready records across all active client files
- Complete administrative documentation tasks in the EHR as directed by the practice owner
Proactive Practice Organization
This is the mindset shift the practice needs most.
- Review the week ahead regularly and identify anything that needs to be prepared, followed up on, or confirmed before it becomes urgent
- Bring the practice owner a clear picture of what is pending, what needs attention, and what is complete — without being asked
- Build and maintain simple tracking systems for intake status, outstanding paperwork, and scheduling follow-ups
- Flag issues or gaps early so the practice owner can focus on client care, not administrative catch-up
Email Communication with Families
- Handle all family-facing communication exclusively via email — professional, warm, and clear
- Respond to parent inquiries promptly and with appropriate empathy — these are parents navigating something meaningful for their family
- Write and send routine communications such as scheduling confirmations, document requests, intake instructions, and follow-ups
- Maintain a tone that is calm, organized, and reassuring — especially when communicating with anxious or detail-oriented parents
Required Qualifications
- Highly organized with a genuinely proactive approach to administrative work — you anticipate what is needed and take action before being asked
- Strong written communication skills — your emails are clear, warm, professional, and appropriately empathetic
- Comfortable managing administrative tasks in a healthcare or therapy setting, including intake coordination and documentation tracking
- Discreet and professional with sensitive client and family information — HIPAA compliance is non-negotiable in this role
- Comfortable learning a new EHR system — full training will be provided
- Reliable and available for consistent part-time hours each week
- Self-directed in a remote environment — you manage your own tasks without needing daily check-ins
Preferred Qualifications
- Prior experience in an administrative role supporting a therapy practice, healthcare provider, or mental health clinic
- Familiarity with EHR or practice management platforms used in mental health or therapy settings
- Experience managing new patient or client intake workflows from start to completion
- Background working with or communicating with families navigating healthcare, therapy, or child development services
Requirements
This is a 100% Remote Job
Part time
Rate is $6/hr
