Winning Assistants LLC

Front Desk Receptionist, Admin Assistant – EHR, Patient Scheduling

Winning Assistants LLC

full-time

Posted on:

Location Type: Remote

Location: Philippines

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Salary

💰 $5 - $6 per hour

About the role

  • Manage daily scheduling and calendar coordination
  • Book same-day appointments when necessary
  • Ensure smooth appointment flow and schedule accuracy
  • Coordinate scheduling through SockDoc integration with the EHR system
  • Maintain and update patient records in the EHR system
  • Manage and organize therapy notes and clinical documentation
  • Ensure patient records remain accurate, organized, and up to date
  • Verify insurance benefits for new patients
  • Confirm coverage prior to scheduled appointments
  • Communicate relevant insurance information to patients and the clinic team
  • Communicate with patients regarding appointments, confirmations, and follow-ups
  • Coordinate patient care to ensure a smooth experience from scheduling to visit completion
  • Handle sensitive mental health information with professionalism and confidentiality
  • Provide general administrative support to help reduce the client’s workload
  • Assist with clinic operations and workflow management
  • Support overall efficiency so the clinician can focus on patient care
  • Billing experience is a plus but not required
  • Communicate and collaborate with the team using RingCentral

Requirements

  • Fluent English with strong verbal and written communication skills
  • Ability to communicate professionally with patients and healthcare staff
  • Strong attention to detail and organizational skills
  • Self-motivated and able to work independently in a remote environment
  • Healthcare experience background preferred
  • Experience working with Electronic Health Record (EHR) systems, particularly TherapyNotes
  • Comfortable managing therapy notes and clinical documentation
  • Familiarity with healthcare software platforms and system integrations
  • Strong understanding of patient-facing communication in a mental health setting
  • High level of empathy and emotional intelligence
  • Ability to handle sensitive mental health information professionally
  • Understanding of HIPAA compliance requirements
  • HIPAA certification preferred, or willingness to complete certification
  • Commitment to maintaining strict confidentiality of patient information
  • Must be proficient in speaking and writing English very clearly
  • Must have relevant work experience
  • Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
  • Must be available for video meetings with your camera on (when needed)
  • Device: Reliable laptop or desktop computer.
  • Internet: High-speed connection (minimum 10 Mbps).
  • Audio: Noise-canceling headset.
  • Video: Webcam for virtual meetings.
  • Workspace: Quiet, professional environment.
Benefits
  • Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
  • Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
  • HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
  • Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
  • Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
  • Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
  • Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
  • Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
Electronic Health Record (EHR) systemsTherapyNotesbilling experiencescheduling coordinationappointment managementclinical documentationinsurance verificationpatient record maintenanceworkflow managementdata entry
Soft Skills
strong verbal communicationstrong written communicationattention to detailorganizational skillsself-motivatedempathyemotional intelligenceprofessionalismconfidentialityteam collaboration
Certifications
HIPAA certificationNBI clearanceLocal Police Clearance