Total Life

Administrative Assistant

• Lead the administrative "heavy lifting" for new US providers, including onboarding, processing W2/1099 transitions, collecting W9s, and setting up system access.
• Maintain the "Provider Success" dashboard to ensure all US state licenses, NPIs, and insurance credentials are up to date.
• Manage the flow of information across our tech stack (Jotform, Slack, EHR). You will be responsible for updating therapist bios, digital business cards, and website pages.
• Assist the Provider Success Manager with auditing (e.g., Payments Audits), maintaining CPT code lists, and creating payroll/billing flowcharts.
• Serve as a primary point of contact for providers regarding administrative hurdles, license expiry reminders, and general office inquiries.
• Ensure all provider files and records are kept in strict accordance with HIPAA and company privacy standards.
• Work closely with the customer support team.
• Help maintain clinical documentation and update training materials.
• Assist with responding to faxes and voicemails from external stakeholders.
• Perform a variety of administrative and data entry tasks to support our internal team.
• Perform other related duties and tasks assigned by the clinical operations manager or medical director.

Medical Office Manager – US Virtual Operations