Medical Practice Virtual Assistant

Job description

We are seeking an experienced, tech-savvy, and highly empathetic **Virtual Medical Practice Manager / Assistant** to oversee the operational and administrative backend of a growing psychiatric practice. The practice is preparing for a physical office relocation by January 1st, alongside a complete digital migration from Practice Fusion to **SimplePractice**. The ideal candidate brings strong operational logic, EHR data-handling proficiency, and a warm, diplomatic communication style capable of handling sensitive mental health scenarios (including anxious patients, child custody nuances, and urgent risk triage). ## ### Key Responsibilities #### EHR Transition & Administrative Operations - **SimplePractice Onboarding:** Assist with configuring, building out, and maintaining the backend of SimplePractice. - **Data & Medical Records Migration:** Coordinate the smooth transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records. - **Tool Consolidation:** Help consolidate disconnected systems (Updox fax, Converge payment processing, third-party bookkeeping) into SimplePractice's unified billing and portal ecosystem. - **Transition Logistics:** Support administrative workflows related to the January 1st office move—including updating provider credentialing addresses, adjusting phone systems, and syncing website information. #### Practice & Calendar Management - **Calendar & Schedule Oversight:** Manage overlapping professional and personal calendars, coordinate continuing medical education (CME) travel schedules, and streamline daily appointments. - **Prior Authorizations & Paperwork:** Process psychiatric prior authorizations, coordinate prescription refill workflows via EHR, and organize electronic/uploaded document backlogs. - **Communication & Inbox Triage:** Manage incoming practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries. #### Patient Coordination & Compassionate Care - **Patient Front-Line Communication:** Serve as the primary, gentle point of contact for patients and families seeking care. - **Sensitive Scenario Handling:** Demonstrate emotional composure and tact when interacting with anxious clients, navigating child custody desk requirements, and managing adolescent behavioral contexts. - **Risk Assessment Support:** Quickly identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil following established practice protocols. ### ### Candidate Qualifications & Requirements - **Experience:** 4 to 10 years of virtual assistant or practice management experience in a medical setting (psychiatry, mental health, or pediatric experience strongly preferred). - **Technical Proficiency:** - Hands-on experience with Electronic Health Record (EHR) systems—**SimplePractice experience is strongly preferred**. - Familiarity with Practice Fusion, digital fax systems (Updox), and digital billing platforms. - Tech-savvy and adaptable to HIPAA-compliant communication platforms (Microsoft Teams, Slack, Google Workspace). - **Compliance & Legal Knowledge:** Strict adherence to HIPAA standards, privacy laws, and medical-legal boundary guidelines. - **Language & Tone:** Professional English fluency with a warm, gentle, and diplomatic style (Spanish-speaking ability preferred to support local Houston demographics). - **Personality & Capacity:** High emotional intelligence, calm demeanor under pressure, strong organizational logic, and a patient-first ethos.