Administrative Coordinator – Psychology Practise

Assist World; South Africa; Remote; ZAR 149,000 - 242,000; Full time

Job summary

Assist World is seeking a highly organised Administrative Coordinator to support a specialist concierge psychology practice. The role focuses on coordinating appointments, managing confidential patient records in EMR/EHR, and ensuring timely, professional communication with patients and providers.

You will handle multi-day treatment sessions, maintain calendars, and streamline administrative processes. The position is fully remote with working hours aligned to US Eastern Time; training may

Qualifications

• Experience in healthcare administration, preferably psychology, psychiatry, or medical practice.
• Strong understanding of patient confidentiality and data protection.
• Excellent written and verbal English communication with professional boundaries.

Responsibilities

• Schedule and coordinate patient appointments and calendar activities.
• Arrange multi-day treatment sessions, retreats and care arrangements.
• Draft professional email responses and manage patient communications.
• Maintain confidential EMR/EHR records accurately.
• Coordinate admin needs for the psychologist and scheduling.
• Identify urgent requests and escalate promptly to the psychologist.

Skills

Organisational skills

Healthcare administration

English communication

Discretion and confidentiality

Independent work

Education

HIPAA certification

Tools

EMR/EHR systems

Google Workspace

Job description

About the Role

We are seeking a highly organised, tech-savvy Administrative Coordinator to support aspecialist concierge psychology practice that provides personalised mental health care toindividuals with complex and acute needs.
The practice works with patients who may require urgent psychiatric support, includingindividuals who have struggled to find suitable care elsewhere. The successful candidate willplay a vital role in keeping the practice running smoothly, coordinating appointments andensuring patients receive timely, professional and compassionate communication.
This is an opportunity for an experienced healthcare administrator who thrives in a fast-pacedenvironment, understands the importance of confidentiality and can confidently managecompeting priorities.

Key Responsibilities

• Manage patient scheduling, appointments and calendar coordination.
• Coordinate multi-day treatment sessions, retreats and other specialist care arrangements.
• Communicate professionally with patients, healthcare providers and external partners viaemail and other appropriate channels.
• Manage patient correspondence, including drafting responses, summarising emails andfollowing up on outstanding matters.
• Maintain accurate and confidential patient records within the practice's electronic medical record (EMR/EHR) system.
• Coordinate administrative arrangements for the psychologist, including medical andwellness appointments where required.
• Monitor incoming communications and identify urgent requests that require immediateescalation to the psychologist.
• Support the development of more efficient administrative processes, including automated calendar management and patient appointment confirmations.
• Assist with general administrative duties and ensure the practice operates efficiently.
• Handle all sensitive information with the highest level of discretion and professionalism.

Requirements

• Previous experience in healthcare administration, ideally within a psychology, psychiatry,mental health or medical practice.
• Experience using electronic medical records (EMR/EHR) systems and standard officesoftware, including Google Workspace.
• HIPAA certification, or the ability to complete certification before starting.
• A strong understanding of patient confidentiality, data protection and professional boundaries.
• Excellent written and verbal English communication skills.
• Exceptional organisational skills and attention to detail.
• The ability to prioritise competing tasks and respond quickly when urgent situations arise.
• A proactive, adaptable approach and confidence working independently.
• Availability to work US Eastern Time hours.

Desirable Experience

• Experience supporting mental health professionals or working with patients who havecomplex care needs.
• Familiarity with healthcare scheduling systems and patient communication workflows.
• Experience with AI tools, workflow automation and calendar or appointment-confirmationautomation.

The Ideal Candidate

You are calm under pressure, highly organised and comfortable working in an environmentwhere priorities can change quickly. You understand that patient-facing administration requiresmore than simply managing a calendar: it requires sound judgement, discretion, empathy andthe ability to recognise when an issue needs urgent attention.

Confidentiality is essential.

The practice supports high-profile individuals, so maintaining strictpatient confidentiality and adhering to all applicable privacy and security requirements isnon-negotiable.

$800 - $1,300 a month

Hours: 30 hours per week: Initially up to 40-50 hours per week during training

Why Join Assist World?

100% REMOTE

$50 birthdaybonus

$200 testimonialbonus

NO TRACKER. NO PROBLEM