Medical Practice Virtual Assistant

Assist World; South Africa; Vor Ort; ZAR 240.000 - 420.000; Vollzeit

Zusammenfassung

Xapply in South Africa is seeking an experienced Virtual Medical Practice Manager / Assistant to oversee the operational backend of a growing psychiatric practice. You will manage the transition to SimplePractice, migrate charts from Practice Fusion, and streamline billing across systems with empathy and precision.

The role emphasizes HIPAA-compliant communication, calendar and CME coordination, urgent risk triage support, and compassionate patient interactions, while maintaining structured

Qualifikationen

• 4–10 years of virtual assistant or practice management experience in medical settings.
• Experience with EHR systems, preferably SimplePractice.
• Familiarity with Practice Fusion, Updox, and digital billing platforms.
• HIPAA and privacy compliance knowledge.
• Strong written and verbal English; Spanish speaking preferred.

Aufgaben

• Oversee SimplePractice onboarding and backend configuration.
• Coordinate migration of client charts from Practice Fusion and paper files to SimplePractice.
• Consolidate billing and portal systems into SimplePractice.
• Support office relocation logistics and credentialing updates.
• Manage calendar, CME travel, and appointment workflows.

Kenntnisse

Virtual assistant

Practice management

Mental health knowledge

HIPAA compliance

English fluency

Spanish speaking

Tools

SimplePractice

Practice Fusion

Updox

Microsoft Teams

Slack

Google Workspace

Jobbeschreibung

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).
• Technical Proficiency:
  • 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.