Winning Assistants LLC

Executive Assistant

• Appointment scheduling and patient reminders
• Patient records management and data organization
• Handling patient inquiries via phone, email, and messaging platforms
• Coordinating with healthcare professionals and internal staff
• Compiling medical research and preparing reports
• Document preparation (reports, presentations, spreadsheets)
• Email and text management (sorting, prioritizing, responding, newsletters)
• Billing support and administrative assistance
• Provider support and patient care coordination

Dental Virtual Assistant

Administrative Assistant

• Manage the CEO’s calendar — scheduling meetings, sending invites, and protecting focus time
• Monitor and triage the CEO’s inbox, flagging priority messages and drafting routine responses
• Prepare agendas and take notes during internal team meetings and external calls
• Track open action items, follow up on outstanding tasks, and keep the CEO informed on progress
• Handle scheduling coordination with vendors, contractors, and collaborators on behalf of the CEO
• Complete research tasks as assigned — vendors, tools, pricing, competitor info, etc.
• Assist with organizing and preparing materials for launches, content, and special projects
• Schedule and coordinate recurring team meetings, 1:1 check-ins, and group calls
• Send meeting reminders, prep notes, and follow-up summaries to the team
• Maintain team calendars and coordinate scheduling across coaches and staff
• Help onboard new team members by setting up accounts, sharing access, and sending welcome materials
• Keep shared folders, files, and documentation organized and up to date
• Track team-related deadlines and ensure items are completed on time
• Maintain accurate client records in Practice Better and GoHighLevel (GHL), including intake info, program status, and contact details
• Update client tracking documents and dashboards (e.g., client stoplights, delivery pulse) as directed
• Send routine client communications, reminders, and check-in messages using pre-approved templates in GHL
• Assist with scheduling client calls and coordinating calendar availability between coaches and clients
• Track client program milestones and flag upcoming transitions, completions, or missing check-ins to the appropriate coach
• Support the collection of testimonials, Google reviews, and end-of-program feedback as directed
• Assist with client offboarding communications and membership transition follow-ups
• Maintain and update standard operating procedures (SOPs) as processes evolve
• Keep Asana up to date — adding tasks, updating statuses, and ensuring project boards reflect current work
• Perform data entry and record-keeping across platforms (GHL, Practice Better, Google Sheets)
• Manage digital filing systems in Google Drive — naming conventions, folder structure, and version control
• Assist with formatting, proofreading, and preparing internal documents and reports
• Support routine GHL administrative tasks such as updating contact records, pipelines, and tags
• Flag any system issues, broken workflows, or process gaps to the CEO

• Maintain and update financial records in QuickBooks
• Perform data entry and transaction categorization
• Ensure accurate and organized bookkeeping
• Support general financial record-keeping
• Create and send professional invoices to clients
• Manage billing for both flat-fee and hourly-based services
• Ensure invoices are accurate and sent on time
• Track and log billable hours accurately
• Maintain organized records of time worked
• Ensure all billable work is captured for proper client billing
• Support general administrative tasks as needed
• Maintain spreadsheets and reports using Excel
• Assist with organizing financial and client records
• Coordinate tasks based on business needs and travel schedule

Medical Administrative Assistant, QuickBooks, Billing Support

• Support marketing and patient scheduling operations
• Build on an existing content library
• Schedule and publish content across platforms
• Engage with followers, comments, and messages
• Repurpose raw video content
• Cross-post using automation tools
• Answer inbound calls professionally
• Schedule patient appointments
• Manage follow-ups during busy patient hours
• Input clinical notes into an EHR system
• Review notes for accuracy and completeness
• Long-form video editing
• Create short-form video clips for social media
• Superbill generation for insurance reimbursement
• General administrative support as needed

Social Media Manager, Admin Assistant – EHR Experience Required

Call Center Representative

• Answer and manage incoming calls in a timely and professional manner
• Schedule, reschedule, and confirm patient appointments
• Provide general information about services, procedures, and clinic policies
• Verify patient insurance coverage and eligibility
• Assist with prior authorization requests and follow-ups
• Coordinate with internal teams regarding patient needs and documentation
• Accurately document all interactions in the system
• Handle patient concerns and escalate issues when necessary
• Monitor and respond to patient emails, text messages, and voicemails in a timely manner
• Maintain confidentiality and comply with HIPAA regulations

Account Executive

• Conduct outbound sales and cold calls to convert leads into booked appointments
• Respond to patient inquiries via phone, email, chat, and text with professionalism and empathy
• Manage calendars, reschedule appointments, and handle inbound calls
• Organize and prioritize communications, including newsletters
• Maintain accurate CRM records and track performance against KPIs
• Effectively communicate dental service benefits and handle objections
• Support lead qualification, follow-ups, and campaign tracking

Bilingual Medical Sales Representative, Spanish-English

• Answer high-volume inbound phone calls and serve as the first point of contact for patients
• Verify patient insurance information accurately and efficiently
• Route calls appropriately and handle patient inquiries based on their needs
• Communicate clearly and professionally with patients, parents, and internal team members
• Coordinate with the internal team to ensure calls and requests are handled correctly
• Document and manage patient information using practice management systems (Dentrix)
• Maintain HIPAA compliance and ensure confidentiality of patient information at all times
• Support administrative front desk tasks as needed

Dental Virtual Assistant – Front Desk, Administrative Support

Customer Success Manager

• Serve as the primary point of contact for clients via Slack, email, text, and phone
• Maintain a friendly, professional, and polished tone across all touchpoints
• Respond quickly, follow up proactively, and escalate issues when needed
• Manage client expectations, build trust, and ensure they always feel supported**
• Guide new clients through our onboarding process
• Confirm and follow up on intake forms, expectations, and interview debriefs
• Schedule, confirm, and recap Zoom interviews between clients and VA candidates
• Collaborate with our internal HR and Talent Sourcing teams to keep everything moving**
• Keep internal records and Google Docs updated in real-time based on clients' statuses
• Ensure all action items and communications are documented and completed on time**
• Manage client email threads professionally and promptly
• Flag and escalate time-sensitive messages
• Maintain organized, prioritized communication across 30–50+ client accounts
• Send out Zoom links, confirm meetings, and document next steps

Client Success Manager

Appointment Setter

Bilingual Appointment Setter, Spanish-English

Lead Generation

• Conduct virtual consultations with prospective patients, building rapport and identifying their goals and concerns
• Clearly explain cosmetic and dental treatment options, benefits, and expected outcomes in a confident, persuasive manner
• Present treatment plans and pricing transparently while positioning value to encourage commitment
• Convert qualified leads into booked consultations and procedures through strategic follow-up and objection handling
• Maintain consistent follow-up with warm and undecided leads to maximize conversion rates
• Track lead sources, engagement status, and conversion metrics to optimize performance
• Schedule appointments efficiently while aligning with provider workflow and availability
• Document detailed consultation notes and patient interactions within the CRM/EHR system
• Collaborate closely with clinical staff to ensure smooth patient handoff and experience

Lead Generation Specialist – Cosmetic, Dental

Frontend Engineer

• Conduct patient reactivation calls to re-engage inactive patients and bring them back on the schedule (multi‑touch cadence until marked cold)
• Perform post-visit follow-up calls/ post‑visit outreach to encourage treatment plan acceptance and gather feedback
• Handle collections and aging accounts follow-ups to reduce outstanding balances
• Manage appointment scheduling and send reminders
• Provide professional customer service
• Provide inside sales support (such as collecting payments)
• Support daily administrative and patient coordination tasks
• Manage inbound & outbound communications and patient inquiries
• Perform billing support tasks
• Ensure consistent outreach using structured follow-up cadences

Dental Virtual Assistant, Appointment Setting, Reactivation, Collections

• Patient Records Management: Maintain accurate and up-to-date documentation within the EMR system (HelloNote).
• Handling Patient Inquiries & Correspondence: Respond to calls, emails, and messages in a professional and compassionate manner.
• Medical Research & Reporting: Compile medical reports and research summaries for internal and client use.
• Document Preparation: Create and organize reports, spreadsheets, and presentations (Such as updating policy and procedure manuals, employee handbooks etc..).
• Social Media Management: Draft and schedule content, monitor activity, and maintain social media presence.
• Email & Text Management: Sort, prioritize, and respond to communications; distribute newsletters.
• Billing Support: Process payments from cash-pay patients, follow up on invoices, and coordinate payroll verification.
• Other Duties: Run reports, attend VA meetings, onboarding, update internal documents, follow up with doctors on care plans, and assist with client intake/follow-up and other administrative support as needed

Healthcare Administrative Assistant

Medical Billing and Coding

• Manage full-cycle medical billing, including claim submissions, follow-ups, denials, and appeals
• Review and process NOAs (Notices of Admission) for accuracy and compliance
• Perform home health agency billing, ensuring adherence to payer guidelines
• Utilize ALORA software for billing, documentation, and tracking
• Verify insurance eligibility and benefits
• Ensure claims are accurate, complete, and compliant before submission
• Meet daily KPI of 45 claim follow-ups per day
• Upload, track, and organize Explanation of Benefits (EOBs)
• Prepare and maintain reports, spreadsheets, and documentation
• Assist with administrative overflow and operational tasks
• Provide executive support to ensure smooth day-to-day operations
• Answer and manage calls using Nextiva VoIP system
• Respond to patient inquiries professionally and promptly
• Provide receptionist-level support when needed

Healthcare Billing Specialist

Bilingual

• Handle inbound and outbound patient calls with professionalism and empathy
• Schedule, confirm, and reschedule appointments to maximize provider availability
• Conduct patient intake, including demographics and insurance information
• Verify insurance eligibility and assist with basic billing-related questions
• Perform timely follow-ups, including lab result callbacks and appointment reminders
• Maintain accurate and up-to-date patient records in the EHR system
• Respond to patient inquiries and provide general front desk support
• Prioritize urgent and appointment-related calls effectively

Bilingual Medical Receptionist, Spanish-English

Operations

• Answer inbound patient calls and take messages when necessary
• Schedule patient appointments for both in-person and telehealth visits
• Send appointment reminders and follow up with patients to reduce no-shows
• Assist patients with prescription-related inquiries and pharmacy communication
• Process insurance authorizations and medication authorization requests
• Review incoming e-faxes and identify reports requiring follow-up
• Follow up with patients regarding test results such as MRI, imaging, or lab reports
• Schedule follow-up appointments when necessary
• Assist with general administrative tasks and patient coordination