Job Description
Virtual Administrative Assistant – Primary Care, Medical Practice Support
Position Overview:
We are seeking a highly reliable and detail-oriented Virtual Administrative Assistant to support the back-office operations of a growing medical practice. This role focuses on administrative tasks, organization, social media management, and creating systems to streamline daily operations. The ideal candidate will have previous administrative experience in a healthcare environment or a remote role and must have a solid understanding of basic medical terminology. You must be a proactive problem solver, capable of working both independently and collaboratively, with exceptional computer skills and the ability to navigate multiple software programs and applications with minimal supervision.
Key Responsibilities:
Administrative Support
-Manage and update spreadsheets, including inventory tracking and supply management.
-Organize and categorize emails, flagging urgent items for review.
-Assist with filing and organizing documents to maintain an efficient workflow.
-Perform data entry tasks with accuracy and attention to detail.
-Research pricing and place orders for medications and supplies under supervision.
System Creation and Process Improvement
-Collaborate with the practice owner to create Standard Operating Procedures (SOPs) for repetitive tasks.
-Identify inefficiencies in existing processes and suggest improvements.
Inventory and Procurement
-Track inventory levels and expiration dates on a monthly basis.
-Update inventory spreadsheets and prepare reorder lists as needed.
-Research vendors to secure cost-effective purchasing options.
Training and Compliance
-Participate in training sessions on HIPAA regulations and maintain strict adherence to patient confidentiality standards.
-Utilize your understanding of basic medical terminology to support daily operations and ensure clear communication within the practice.
-Become familiar with tools such as Elation Health, Hint Health, and Spruce messaging.
Social Media Management
-Assist with content creation using Canva to design graphics, flyers, and promotional materials.
-Develop and implement a social media content calendar to ensure consistent posting.
-Schedule and post content across platforms such as Instagram, Facebook, LinkedIn, and TikTok.
-Track engagement metrics and adjust strategies as needed.
Required Qualifications:
Fluency in English: Excellent written and spoken communication skills with minimal accent preferred.
Strong Administrative Skills: Proven experience in data entry, organizing files, and managing emails.
Understanding of Basic Medical Terminology: Must have a solid foundation in medical terminology to effectively support practice operations.
Proactive and Organized: Ability to work independently and manage multiple tasks efficiently.
Willingness to Learn: Open to training on HIPAA compliance, additional medical terminology, and practice management tools.
Social Media Proficiency: Basic experience with Canva and social media management, including content scheduling.
Technical Requirements: Reliable internet connection and a suitable remote work setup.
Preferred Qualifications (Not Required):
Prior experience with practice management tools like Elation Health, Hint Health, or other EHR platforms.
Background in administrative support for healthcare or other professional services.
Previous experience managing social media accounts or content creation.
Skills & Competencies:
Basic understanding of medical terminology, procedures, and documentation.
Excellent written and verbal communication skills, with an ability to interact professionally with patients.
Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
High attention to detail and accuracy.
Ability to work independently and remotely with minimal supervision.