Medical Virtual Assistant - Virtual Assistant

This is a remote position.

Our client is a community-focused, family-style speech therapy practice with a culture that is warm, welcoming, and supportive. They care deeply about their families and their team, and they value kindness, flexibility, and a positive attitude. They build real connections with patients while also holding families accountable to attendance and routines so progress can happen. Their purpose is to provide exceptional, compassionate care while removing as much red tape as possible so families can get the support they need.

Phone & Communication Management (Top Priority)

• Answer incoming calls promptly and warmly during scheduled working hours so every family feels welcomed and cared for.

• Check and return voicemails, respond to emails, and route messages to the appropriate team member.

• Communicate clearly and kindly with families regarding cancellations, scheduling updates, and clinic policies.

Scheduling, Attendance, and Schedule Optimization (Top Priority)

• Actively monitor for cancellations and reschedule appointments immediately.

• Proactively fill open slots by contacting other families when a cancellation occursopenings should not sit unused.

• Keep therapist calendars organized and optimized so families receive consistent care and therapists meet productivity expectations.

• Track cancellations, attendance trends, therapist productivity, and other KPIs to support operational planning.

Administrative & Financial Support

• Process daily payments and maintain accurate payment logs.

• Ensure intake documents, consent forms, and clinic policy acknowledgements are signed, filed, and up to date.

• Create and maintain new client folders and organize client paperwork.

• Handle authorizations, send faxes, and support administrative documentation workflows.

• Sign notes in the system as needed to acknowledge clinician documentation (as applicable).

• Pay approved bills and manage vendor invoices.

Patient Support & Practice Operations

• Maintain patient records in the EMR and support general patient inquiries and follow-up.

• Manage appointment reminders, patient communications, waitlist support, and basic reporting/data entry.

• Support referrals and personalized patient communications as needed.

Executive/Admin + Growth Support (As Needed)

• Support the owner each morning with email management and the tasks that arise from inbox triage and follow-through.

• Assist with marketing/outreach and community events support as time allows (creating visuals/social content and email marketing are a plus).

• Experience as a medical VA, scheduling coordinator, front office assistant, or similar patient-facing admin role preferred.

• Strong phone presence: warm, professional, and confident speaking with families.

• Proven ability to manage scheduling, follow-up, and fast rescheduling with urgency and accuracy.

• Comfortable handling payments, documentation tracking, and basic administrative finance tasks (logs, invoices, vendor bills).

• Strong attention to detail and comfort maintaining clean records and folders in an EMR.

• Tech-comfortable and able to learn systems quickly; experience with Google Workspace, Sessions Health (EMR), and iPlum is a plus.

• Reliable, accountable, proactive, and kindable to work independently while staying aligned with clinic expectations. (Traits requested: confident, accountable, proactive, professional/kind, strong scheduling + follow-through, and able to support executive/admin tasks.)

Note: This practice serves families in a rural community and places a high value on clear, easy-to-understand spoken English for phone communication.

• Competitive salary commensurate with experience.

• Opportunities for professional development and growth.

• Work in a dynamic and supportive team environment.

• Make a meaningful impact by helping to build and strengthen families across the globe.