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Remote Executive Medical Admin Assistant
We’re hiring! We are looking to hire a new team member to assist clients with daily administrative tasks within direct primary care family medicine and pediatric medical practices. We're a dynamic team of virtual assistants passionate about Direct Primary and Specialty Care. For further information about who we are and what we do, see www.MyDPCVA.com
H I G H L I G H T S
SCHEDULE: 9 am - 5 pm (of your assigned clients' timezone, not your timezone)
PAY: $400-800 per client*
MAIN EXPECTATION: We are looking for someone who is willing to grow with us and stay long-term rather than someone looking for temporary/side work.
What you’ll do at My DPC VA:
- Communicate promptly with medical staff, along with current and prospective patients via phone, text or email to best solve for their administrative needs
- Schedule patient appointments
- Send Requests for Records via fax/email to other providers and follow up on the records until they are received.
- Coordinate referrals to other specialists with the doctor, specialist(s), and patient.
- Billing tasks, follow up with unpaid memberships
- Assist in managing daily operations for the assigned medical practice:
- Email and task triage and organization
- Keep up with and clear out the inbox
- Add new patients to distribution lists
- Billing membership follow-ups
- Maintain and manage platforms:
- Practice specific:
- Maintain practice management systems and platforms organized for the doctors
- Manage online appointment book portals
- Patient-specific:
- Assign incoming faxes to corresponding patient charts
- Upload electronic intake forms to patients' charts
- Practice specific:
- Email and task triage and organization
What we offer
- Work with clients with which you will form a relationship and become their right hand.
- The number of clients we assign, along with hours worked, and compensation earned will vary based on your performance and desired workload.
- Great challenging growth and income potential with the ability to earn between $300-600 per client/per month or $1,500-3,000 total per month, on average. (Maximum number of clients we can assign depending on skill level and proven success record is 5-7 clients per team member).
- A U.S. bank account will be required for your direct deposit payments.
- Work with a variety of doctors from all over the U.S. We currently have internists, family doctors, pediatricians, and even some specialists.
- Remote work: 10 - 40 hours per week (based on number of clients assigned and workload for each) with a relatively flexible schedule. Will be starting with around 10 hours per week and moving to more depending on performance and client demand.
- U.S. based applicants are encouraged to apply but we are open to SOME International applicants as well (North, Central, South America, and the Caribbean only).
- You will need to be available for meetings, calls, and messaging during regular business hours: 9 am to 6 pm of your local timezone (must be in EST, CST, MST, or PST).
- Time tracking software: You will track your time on Clockify under each client to get paid based on time worked for each client. You will be given an allotment of hours that you can use for each pay period based on what our clients pay us.
- Access to tasks management, security, password management, and other platforms necessary to organize yourself while you work with My DPC VA.
We'd love to hear from you if you have the following skillset:
- Quick study with a can-do attitude (training provided for specialized software)
- Technology savvy with the ability to quickly troubleshoot problems on your own equipment and the equipment we may provide.
- Looking to be a full-time VA and have no other time commitments during the day. Part-time is available but those looking to build to full-time work are preferred.
- Must-have characteristics:
- Proactive and highly organized
- Excellent time management skills
- Ability to prioritize multiple responsibilities at once
- Friendly and comfortable working with various clients
- Team player who is dependable, accountable, and energetic
- Self-motivated and self-starter
- Coachable and flexible as far as ways to accomplish the work at hand.
- Some experience with administrative duties within the medical field
- Bilingual (English/Spanish preferred)
What you’ll need / Mandatory Requirements:
- Minimum level of education: High School Diploma
- Some College or an Associate’s degree is desired, while a Bachelor’s or post-graduate degrees are a major plus.
- Remote work will require a reliable and secure internet connection in addition to
- A VPN account, which will be provided, but internet connection should be password protected. A virtual VoIP office number will be provided upon hire. You will need to use this office number to make calls to clients and their patients.
- Dependable Computer (Laptop or Desktop) with enough capability to handle multiple tabs and programs open at once at any given time.
- Email App such as Outlook, Mailbird (Highly recommended), Bluemail, or Thunderbird to manage multiple email addresses at once.
- Windows Mail and Apple Mail are acceptable to start with but you will want the advanced capabilities of a full email handling program.
- Other Equipment:
- Dependable smartphone to make/receive phone calls in the USA and mobile internet connection needed for on-the-go connectivity with our team and clients.
- For US-based contractors ONLY: optionally, we can lease a VoIP phone for your use while you work with us at an affordable cost per month.
- Webcam, microphone, and speakers or headphones (for phone calls, meetings with the team, and clients).
- HIPAA awareness course required upon onboarding with My DPC VA.
- If you have taken a HIPAA course within a year of application and have a certificate, you will not need to take this course.
While not required, it’s an added plus if you have experience with the following:
- Medical based platforms:
- Spruce Health (Secure messaging)
- Dock Health
- IntakeQ
- Hint Health (AIO and Core)
- Elation Health
- Epic (PedsConnect)
- AtlasMD
- Cerbo MD-HQ
- Charm EHR
- Akute Health
- Any EHR/EMR or Practice Management system
- Google Workspace and Chrome
- Telegram
- Clockify
About our recruitment process
We don’t expect a perfect fit for every requirement we’ve outlined. If you can see yourself contributing to the team, we want to hear your story!
Please provide 2-3 professional references whom we may contact about your prior work experience. You can expect up to 3 interviews. In some scenarios, we’re able to streamline the process to have minimal rounds. Upon hire, you must undergo a criminal background check before onboarding with clients.
- Once established in the role as their virtual assistant (VA).
There will be a lower fixed pay rate while you train and onboard with us and with each client. The average VA can maintain 3-5 clients at any given time. Clients' demand and retention can vary. We cannot guarantee any specific number of clients for any VA.
Client payment rates vary depending on practice size, requested task volume, and specific factors pertaining to each client's needs. We will present each client's payment rates to you in advance so you can make an informed decision before onboarding with them.
