Executive Assistant (Medical VA)

Executive Assistant

At NexusPoint, our Executive Assistants are dedicated to supporting your business by providing proactive assistance that drives efficiency, enhances organization, and delivers outstanding results. They operate within a culture of speed, high performance, excellence, and passion to ensure your needs are met seamlessly.

Primary Goal

This role combines high-level executive support with healthcare data coordination and AI-driven process improvement. You'll work closely with Mimi to streamline how patient data is pulled, organized, and reviewed - while maintaining strict HIPAA compliance.

Key Responsibilities

● EMR & Data Extraction: Navigate EMR systems to pull patient charts, lab results, and reports with high accuracy; maintain strict HIPAA compliance at all times.

● Clinical Report Preparation: Review and organize patient labs and reports into structured summaries; flag abnormalities, trends, and key notes for Mimi's review.

● AI & Workflow Automation: Leverage ChatGPT and similar tools to create repeatable workflows for summarizing labs, generating reports, and improving efficiency; build prompt templates and lightweight systems.

● Process & SOP Development: Document workflows, create SOPs for data handling and reporting, and continuously improve systems for speed, accuracy, and scalability.

● Data Integrity & Compliance: Ensure all patient data is handled securely; maintain organized, audit-ready documentation aligned with HIPAA standards.

● Administrative & Operational Support: Assist with documentation, internal coordination, task tracking, and other executive support needs.

● Executive Operations: Own calendar, inbox, and priority management; coordinate meetings, prep briefs, track deliverables, and ensure follow-through on key initiatives.

Experience

● 3–6+ years of experience as an Executive Assistant, Operations Assistant, or Healthcare Administrative professional

● Proven experience working with EMR/EHR systems (e.g., pulling patient records, lab reports, and clinical data)

● Strong understanding of HIPAA compliance and handling of sensitive patient information

● Highly tech-savvy with the ability to quickly learn and adapt to new tools and systems

● Hands-on experience using AI tools (e.g., ChatGPT) for summarization, workflow support, or process automation

● Advanced proficiency in Google Workspace (Docs, Sheets, Drive) or Microsoft Office (Excel, Word, Outlook)

● Exceptional attention to detail with a strong focus on accuracy, especially when handling medical data

● Strong written communication skills with the ability to simplify and structure complex information

● Excellent organizational and time management skills; ability to manage multiple priorities independently

● Proactive problem-solver with a systems-thinking mindset

Core Tools & Platforms (Required to have intermediate to advanced skills with at least one tool from each tool type)

● EMR/EHR Systems: Epic, Cerner, AthenaHealth, Kareo

● Productivity: Google Workspace, Microsoft Office 365, Notion

● AI & Automation: ChatGPT, Zapier, Make/Integromat

● Task/Project Management: Asana, Trello, ClickUp, Monday.com

● Reporting/Data: Excel, Google Sheets, Data Studio, Tableau (preferred)

● Communication: Slack, Teams, Zoom, Google Meet

Additional Tools (Nice to Have)

● Advanced Reporting & Analytics: Power BI, Tableau, Google Data Studio

● Document & Workflow Management: Notion, Coda, Airtable

● Automation & AI Enhancements: AI writing assistants, custom automation scripts, Python basics ● Healthcare Collaboration Tools: Doximity, TigerConnect, secure messaging platforms

● Scheduling & Booking Tools: Calendly, Acuity, HubSpot Meetings

SMART GOALS

● Accurate Patient Reports: Pull and summarize all patient labs and reports with 100% accuracy, delivered within 24 hours of availability.

● AI Workflow Setup: Build AI-assisted systems (e.g., ChatGPT) to automate report summaries and reduce manual work by 50% within 60 days.

● Process Documentation: Create clear SOPs for EMR use, reporting, and EA tasks within the first 90 days to standardize workflows and ensure compliance.