We are looking for a Virtual Assistant for Therapy Scheduling and Bookkeeping who will provide administrative and financial support to a therapy practice. This role involves managing client scheduling, handling billing and payments, and ensuring seamless communication between clients and therapists. The ideal candidate is organized, detail-oriented, and adept at using digital tools to manage tasks remotely.
Key Responsibilities:
- Scheduling and Client Coordination
- Manage and maintain therapists calendars to ensure efficient scheduling of appointments
- Confirm, reschedule, or cancel appointments as requested by clients or therapists
- Send reminders to clients for upcoming sessions
- Bookkeeping and Financial Management
- Process invoices for therapy sessions and track payments
- Manage accounts receivable, ensuring timely follow-up on unpaid invoices
- Reconcile financial transactions and prepare basic financial reports
- Assist with processing insurance claims, if applicable
- Communication Support
- Respond to client inquiries via email, phone, or messaging platforms in a professional and timely manner
- Serve as the first point of contact for new client intake and onboarding
- Maintain confidentiality and handle sensitive client information with care, adhering to HIPAA regulations
- Administrative Support
- Maintain accurate records of client details, sessions, and payments in the practice's management software
- Generate reports on scheduling, payments, and other metrics as needed
- Assist with special projects, such as updating policies or preparing marketing materials, as required
- Technology and Tools
- Use practice management software (e.g., SimplePractice, TherapyNotes) for scheduling and record-keeping
- Utilize bookkeeping software (e.g., QuickBooks, Xero) for financial management
- Employ communication tools like Zoom, Microsoft Teams, or Slack for remote collaboration
Requirements
- Proven experience as a virtual assistant, scheduler, or bookkeeper (preferably in a healthcare or therapy setting)
- Proficiency in scheduling and bookkeeping software
- Strong knowledge of Excel, Google Workspace, and other productivity tools
- Good basic computer skills, typing and data entry
- Excellent written and verbal communication skills and phone skills
- Transcribe experience is a plus
- Quickbooks online experience
Benefits
Purely work-from-home
Night Shift (EST)
Weekly pay
