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JOB TITLE
Practice Assistant / Coordinator
JOB ID
SARBEN1
INDUSTRY
Medical
LOCATION
LATAM (beneficial) / South Africa / PH
JOB STATUS
Full Time
WORK SCHEDULE
Monday to Friday, 8am to 5pm (PST) Flexible
SALARY
$7 - $9 per hour
TARGET START DATE
ASAP
ROLE OVERVIEW
About the Client:
The client is a growing private Doula practice based in Southern California that supports new mothers through pregnancy, birth, and early parenting. Because the founder is a hands-on practitioner who is frequently in client meetings and away from her desk, the practice requires a reliable, highly organized Virtual Assistant to manage backend operations and keep the business running smoothly.
About the Role:
We are seeking an organized administrative anchor to serve as the founder's right-hand person. Please note the priority structure of this role: The immediate, primary focus of this position is purely backend management, organization, and operational support. We are not looking for a unicorn who can do everything at once. We want someone who specializes in creating administrative order. While the role involves phone work, making calls is a secondary phase that will be introduced later, once the practice's backend systems are fully sorted and organized.
Key Responsibilities
Phase 1: Day-to-Day Admin & Backend Organization (Immediate Priority)
- Email & Calendar Management: Managing inbound emails, organizing the founder's calendar, and tracking daily tasks to ensure no small details fall through the cracks.
- File & Document Management: Digital cleanup of messy backlogs. This includes sorting digital documents, renaming files, and accurately matching incoming billing and insurance paperwork to the correct client folders.
- SOP & Checklist Creation: Listening to how the founder handles specific business workflows (e.g., onboarding a new team member) and typing them up into simple, step-by-step checklists/SOPs so the team can scale in the future.
- Task Funneling: Aggregating miscellaneous reminders (like handwritten post-it notes) into a centralized, digital tracking system.
Phase 2: Inbound/Outbound Calling (Gradual Transition)
- Insurance Navigation: Calling US insurance companies during US business hours to check on the status of payment claims and resolve billing issues.
- Lead Follow-ups: Managing the high volume of phone inquiries by calling new client leads to check their availability and gather initial information.
Qualifications & Skills
- Naturally Organized: You genuinely love making lists, organizing digital folders, and cleaning up chaotic backend backlogs.
- Medical Admin Experience (Highly Preferred): Prior experience in medical billing, medical claims, or a basic understanding of the US healthcare system is highly advantageous.
- Communication & Tone: You possess a clear, warm, and friendly English-speaking voice. Because our clientele consists of new and expecting parents, the ability to communicate with patience, kindness, and empathy is vital.
- Reliable Self-Starter: You do not need to be micromanaged. If you see an administrative process that needs sorting, you take the initiative to get it done.
- Alignment with the Field: You either know what a doula is or have a strong willingness to learn. While backend focus is key initially, a general comfort level and enthusiasm for a business centered around pregnancy, birth, and babies is important for long-term cultural fit.
- Bilingual (Bonus): Spanish-speaking ability is a plus but not required.
