Healthcare Office Assistant (Job ID: LARTIA1)

✨ IMPORTANT – WATCH THIS QUICK LOOM VIDEO ON HOW TO GET HIRED: 📽️ https://www.loom.com/share/345f776084e642ba99c24aabe40a67a0 🇬🇧 C1 ENGLISH LEVEL IS REQUIRED. The selected candidate will be speaking strictly in English during their entire shift. 🎤 PLEASE SUBMIT YOUR RESUME AND AUDIO RECORDING IN ENGLISH Job Details JOB TITLE Healthcare Office Assistant JOB ID LARTIA1 INDUSTRY Healthcare & Wellness LOCATION LATAM only JOB STATUS Part Time 20 hours a week (Transition to Full Time) WORK SCHEDULE Monday to Friday 1:00 PM to 5:00 PM MST SALARY $8 per hour TARGET START DATE ASAP ROLE OVERVIEW About the Client: The client is a growing massage therapy practice based in New Mexico that specializes in neurology-informed and research-evidence-based massage therapy for professionals experiencing chronic stress, burnout, and pain. The practice is committed to providing an exceptional patient experience through personalized care and strong client relationships. As the business continues to grow, the client is looking for a reliable Virtual Assistant who can help streamline administrative operations, improve communication with patients, and become a trusted long-term partner in the business. About the Role: The Healthcare Office Assistant will serve as the primary administrative support for the practice, managing patient communication, scheduling, email correspondence, and day-to-day operational tasks. This person will play a key role in ensuring a smooth client experience while helping the owner reduce administrative workload. As the business expands, the role is expected to evolve, offering opportunities to take on additional responsibilities and contribute to improving workflows and operational efficiency. As the practice expands to accept insurance, the assistant will also serve as a liaison with the external medical billing partner, helping coordinate administrative communication and insurance-related requests. Key Responsibilities Patient Communication & Scheduling Answer inbound phone calls professionally and courteously. Schedule, reschedule, and cancel appointments using the practice management software. Assist patients with booking appointments through the online portal when appropriate. Respond promptly to patient inquiries via phone and email. Ensure all patient communications are handled in accordance with HIPAA compliance requirements. Client Follow-up & Retention Send individualized weekly follow-up text messages to existing patients every Monday. Help maintain strong patient relationships through timely and professional communication. Support client retention initiatives through consistent follow-up. Administrative Support Monitor and manage the business email inbox daily. Maintain accurate calendars and appointment schedules. Perform general administrative and data entry tasks. Assist with ordering supplies, coordinating appointments, and handling miscellaneous administrative requests. Provide occasional personal assistant support to the business owner as needed. Operations & Process Improvement Learn and navigate the clinic's scheduling and practice management software. Identify opportunities to improve workflows through automation or process optimization. Create graphics and social media content for Facebook and Instagram using Canva and Meta Business Suite as needed. Assist with basic copywriting for social media posts, promotions, and client communications. Support ongoing operational improvements as the business continues to grow. Insurance & Billing Coordination Serve as the primary point of contact with the external medical billing company. Coordinate insurance-related administrative requests and documentation. Assist with insurance verification and patient information as needed. Communicate effectively with the billing partner to support smooth practice operations. Qualifications & Skills Must Previous experience as a Virtual Assistant, Administrative Assistant, Medical Receptionist, or similar administrative role. Excellent verbal and written English communication skills. Conversational Spanish is required to communicate with Spanish-speaking patients. Experience managing calendars, appointments, emails, and customer communication. Strong computer skills and ability to quickly learn new software. Experience managing business Facebook and Instagram accounts using Meta Business Suite. Comfortable handling confidential information while adhering to HIPAA compliance guidelines. Highly organized with excellent time management skills. Available to work approximately 20 hours per week during the client's business hours. Previous experience working with health insurance, medical billing, insurance verification, or revenue cycle processes in a healthcare setting. Familiarity with insurance terminology and patient insurance workflows. Preferred Experience supporting healthcare, medical, wellness, chiropractic, physical therapy, or similar practices. Familiarity with practice management or scheduling software. Experience with Canva. Knowledge of automation tools such as Zapier or similar workflow platforms. Experience improving administrative processes or creating operational efficiencies. Previous experience supporting business owners or executives. Experience in the real estate industry is a plus. Experience coordinating with third-party medical billing companies. Experience with insurance eligibility verification, prior authorizations, or claims support. Familiarity with medical billing or practice management software. Experience with graphic design for social media or marketing materials. Strong copywriting skills for social media content and promotional messaging. Candidates who can provide samples of social media copywriting and original graphic or creative work will receive additional consideration. Personality Traits Naturally curious and eager to learn. Friendly, professional, and approachable over the phone. Strong attention to detail. Adaptable and able to handle changing priorities. Resourceful problem solver. Positive attitude with a good sense of humor. Dependable and proactive. Takes ownership of responsibilities and follows through consistently.