Practice Management Virtual Assistant (VA Team & Admin Support)
We are seeking an experienced Practice Management Virtual Assistant with a strong background in US healthcare operations to support the Practice Manager in daily administrative tasks while overseeing and coordinating a team of Virtual Assistants. This role requires excellent leadership, organization, and hands-on experience managing workflows in a US medical practice.
Requirements
Key Responsibilities:
Practice Manager Administrative Support
- Provide direct administrative support to the Practice Manager
- Prepare reports, trackers, and performance summaries
- Manage schedules, calendars, and internal meetings
- Maintain SOPs, policies, and process documentation
- Track KPIs, productivity, and task completion across teams
- Coordinate with billing, clinical, and front-office teams
VA Team Management
- Supervise, coordinate, and support a team of Medical VAs
- Assign tasks, monitor workloads, and ensure timely completion
- Conduct daily check-ins, follow-ups, and status updates
- Support onboarding and training of new VAs
- Identify performance gaps and recommend improvements
- Ensure adherence to HIPAA and internal compliance standards
Operational & Practice Support
- Assist with workflow optimization and process improvement
- Support coverage planning, handovers, and business continuity
- Liaise between VAs and the Practice Manager to resolve issues
- Handle escalation of operational concerns and client requests
Required Qualifications:
- Proven experience in US medical practice management
- Previous experience managing or leading VA teams
- Strong administrative and operational background
- Experience working closely with a Practice Manager or Operations Lead
- Familiarity with US healthcare workflows (front office, billing, referrals, authorizations)
- High proficiency in Excel/Google Sheets, task trackers, and documentation tools
- Excellent written and verbal English communication skills
- Strong leadership, accountability, and problem-solving skills
- HIPAA-compliant remote work setup