Medical Practice Virtual Assistant

OpenKrill; United States; On-site; USD 70,000 - 90,000; Full time

Benefits offered by this job

100% remote

Birthday bonus

Testimonial bonus

No tracker

Job summary

Assist World is seeking an experienced Virtual Medical Practice Manager to oversee the operational and administrative backend during a major relocation and the digital migration from Practice Fusion to SimplePractice.

The role emphasizes EMR data handling, HIPAA-compliant communications, calendar management, and compassionate care for anxious patients and families. Strong EHR proficiency and privacy knowledge are essential, with Spanish language skills preferred for local demographics.

Qualifications

• Experience as a virtual assistant or practice manager in a medical setting.
• Proficiency with EMR/EHR systems, especially SimplePractice, is preferred.
• Familiarity with medical billing tools and digital fax systems is a plus.

Responsibilities

• Oversee operational and administrative backend during office relocation and migration to SimplePractice.
• Manage calendar, CME travel, and appointment workflows; coordinate prior authorizations and prescription refill processes.
• Handle patient communications, triage urgent clinical inquiries, and maintain HIPAA-compliant secure messaging.

Skills

Virtual assistant experience

Practice management

HIPAA compliance

EMR/EHR familiarity

Spanish language ability

Tools

SimplePractice

Practice Fusion

Updox

Microsoft Teams

Google Workspace

Slack

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 elevate 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).
• 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.

Why Join Assist World?

• 100% REMOTE
• $50 birthday bonus
• $200 testimonial bonus
• NO TRACKER. NO PROBLEM