Winning Assistants LLC

Executive Assistant

• Provide direct administrative support to C-suite executives and senior managers
• Manage executive calendars, schedule appointments, and coordinate meetings
• Handle email and text management including sorting, responding, prioritizing, and sending newsletters
• Prepare documents, reports, presentations, and spreadsheets
• Assist with data entry and database management
• Respond to customer inquiries via email, chat, and phone
• Serve as a customer service representative handling inquiries and resolving issues
• Maintain professional communication across multiple platforms
• Appointment setting and calendar coordination
• Assist with business development activities such as cold calling and outreach
• Support inside sales processes, including collecting payments
• Provide assistance as a client success/account manager ensuring customer satisfaction
• Coordinate travel arrangements including flights, accommodations, and transportation
• Support internal operations across multiple business functions
• Assist with CRM updates and operational documentation
• Create simple graphic designs such as flyers or basic marketing materials using Canva or similar platforms

Executive Virtual Assistant

Administrative Assistant

• Run reports from ClinicMind (formerly Genesis) and other reporting tools
• Organize patient follow-up reports in Google Sheets
• Identify patients who have dropped off treatment plans
• Track patient care plan adherence
• Maintain organized reporting spreadsheets for operational visibility
• Compile medical research and reports
• Prepare documents including reports, presentations, and spreadsheets
• Ensure all reports and documentation are organized and updated
• Manage emails and text communications
• Sort, prioritize, and respond to messages
• Send newsletters and announcements
• Create and manage email and SMS marketing campaigns
• Monitor campaign engagement and responses
• Respond to Google reviews and social media messages
• Occasionally assist with phone coverage if in-office staff are unavailable
• Support clinic operations and reporting needs as required

Medical Administrative Assistant

Appointment Setter

• Respond quickly to incoming leads from the clinic’s marketing channels and internal referrals.
• Contact prospective clients via phone, text, or email to introduce services and answer initial questions.
• Provide clear, friendly information about the clinic’s services and consultation process.
• Schedule consultations using the clinic’s booking system.
• Encourage leads to commit to their appointment by collecting the required deposit during booking.
• Maintain consistent follow-up with leads who have not yet scheduled.
• Keep organized records of lead interactions and appointment outcomes.
• Communicate regularly with the clinic owner regarding lead activity, appointments scheduled, and deposits collected.

Sales – Appointment Setter

• Manage ABA therapy service schedules, typically ranging from 15–30 hours per week per client
• Coordinate schedules between BCBAs, executive leadership, and clients
• Handle schedule adjustments and maintain accurate calendars
• Manage Outlook calendars and scheduling tools
• Coordinate introductory meetings and appointments for new clients
• Communicate with parents regarding scheduling and program logistics
• Respond to inquiries and follow up on scheduling or service-related matters
• Maintain professional and timely communication with clients and families
• Use CentralReach EMR for scheduling coordination and operational tracking
• Support recurring workflows and daily operational processes
• Assist with operational reporting and coordination related to client scheduling
• Document processes and update standard operating procedures (SOPs) when needed
• Manage and organize shared email inboxes
• Track follow-ups and accountability items
• Conduct research and data entry tasks
• Coordinate weekly parent training webinars using Acuity Scheduler
• Support phone communication using Weave
• Assist with benefits verification coordination
• Work closely with the billing team to ensure operational alignment
• Help track documentation and scheduling tied to billing processes

Virtual Assistant – ABA Scheduling, Operations Coordinator

• Phone management and answering incoming calls
• Managing patient emails and scheduling requests
• Prior authorization and insurance follow-ups
• Scheduling and rescheduling patient appointments
• Sending appointment reminders
• Responding to patient inquiries through phone and email
• Helping reduce voicemail backlog
• Supporting billing follow-ups for denied or missing payments
• Assisting with follow-ups from the clinic’s lost patient report
• Providing light administrative support within the EMR system
• Organizing documents and assisting with general administrative tasks when needed (such as document organization or ordering office materials if requested)
• Following up with insurance companies regarding claim denials or missing payments
• Support for marketing, outreach and personal assistant tasks may possibly be assigned occasionally (not part of the major responsibility).
• Credentialing may possibly be assigned (approximately once every 8 months) if needed, and training will be provided if ever required.

Medical Virtual Assistant – Front Desk, Administrative Support

• Track incoming patient calls and maintain organized records of patient calls and insurance information.
• Document patient insurance details and maintain accurate tracking records to support patient follow-ups and clinic coordination.
• Communicate with insurance companies regarding coverage, claims, and authorization requirements.
• Process insurance claims, assist with prior authorizations, and apply medical coding (ICD-10, CPT, HCPCS) to support accurate claim submission.
• Assist with credentialing-related documentation and insurance requirements when needed.
• Handle patient phone calls, intake, and general inquiries.
• Schedule, confirm, and follow up on patient appointments to support clinic operations.
• Maintain and update patient records in compliance with healthcare regulations and confidentiality standards.
• Provide general administrative support including document processing, patient correspondence, and coordination related to scheduling and pre-authorizations.
• Provide billing support, including generating invoices and responding to billing inquiries.
• Assist with remote patient monitoring by tracking patient health data and coordinating with healthcare providers.
• Schedule interviews for Indeed candidates and coordinate availability between hiring managers and applicants.
• Maintain and update supervision tracking spreadsheets to ensure accurate and organized records.

Medical Virtual Assistant

• Manage inbound and outbound calls, text messages, and emails
• Schedule patient appointments, confirmations, and reminders
• Respond to patient inquiries, follow-ups, and general correspondence
• Coordinate prescription refill requests
• Support and manage telehealth visits and related platforms
• Maintain, update, and organize patient records
• Assist with remote patient monitoring tasks
• Apply strong knowledge of medical terminology and clinical workflows
• Support chronic care management processes as needed

Medical Virtual Assistant, Registered Nurse/Medical Doctor

Human Resources

• 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

Front Desk Receptionist, Admin Assistant – EHR, Patient Scheduling

Medical Billing and Coding

• Submit insurance claims accurately and in a timely manner
• Verify insurance eligibility before claim submission
• Follow up with insurance companies on outstanding claims
• Manage denied claims and handle resubmissions when necessary
• Reduce accounts not received (ANR) and unresolved claims
• Navigate insurance billing portals and clearinghouses
• Support revenue cycle workflows within the practice’s EMR system
• Maintain accurate documentation of claim status and follow-ups
• Answer patient inquiries related to billing questions
• Assist with appointment scheduling and reminders when needed
• Provide overflow front desk support if required
• Support small administrative tasks related to billing and patient communication

Revenue Cycle Specialist – Medical Billing

• Process insurance claims (primary responsibility)
• Utilize CPT and ICD codes accurately
• Submit claims via AdvancedMD
• Follow-up on unpaid claims and billing discrepancies
• Provide billing support and resolve payment issues
• Explain billing charges to clients professionally
• Assist in provider credentialing and re-credentialing processes
• Appointment scheduling & reminders
• Manage telehealth platforms and check-ins
• Client check-in, payment collection, and documentation
• Respond to patient inquiries and correspond professionally
• Maintain professional tone with clients (including difficult or emotional individuals)
• Coordinate effectively with internal healthcare teams
• Handle medication requests and appointment concerns with tact and clarity
• Email and text management (sorting, prioritizing, responding)
• Document prep (reports, spreadsheets, presentations)
• Social media management (content creation, scheduling, monitoring)
• CRM communication (Slack, Salesforce, WhatsApp, Skype)

Medical Billing Assistant

Business Development Rep

• Conduct outbound cold calls to prospective clients: Make high-volume calls daily to potential business clients across various industries. Calls typically range from 3–6 minutes and aim to introduce the company’s services, identify potential needs, and spark interest in a scheduled consultation.
• Execute targeted cold email outreach campaigns: Develop and send strategic cold emails to complement phone outreach efforts. Follow up promptly on email responses to nurture leads, provide additional information, and secure confirmed appointments.
• Utilize Apollo CRM for lead management: Work within the Apollo platform to manage and track all outreach activities. Keep detailed notes on every contact, call outcome, and follow-up schedule to maintain accurate and organized records of your daily performance.
• Engage decision-makers across key industries: Reach out to Safety Managers, HR Managers, and Risk Managers in labor-intensive sectors such as construction, manufacturing, transportation, hospitality, and retail. Understand their business challenges and communicate how our solutions can address their needs effectively.
• Qualify and set appointments for senior sales representatives: Identify high-quality leads by assessing interest levels, urgency, and fit with company offerings. Secure appointments for senior closers by presenting value propositions clearly and ensuring leads meet the defined qualification criteria.
• Maintain accurate and up-to-date records: Document all outreach activities, call summaries, and client information in the CRM. Monitor personal performance metrics and report progress to supervisors regularly. Ensure data integrity and compliance with company standards.
• Collaborate closely with the sales team: Work in alignment with sales executives and team leaders to ensure seamless lead handoffs. Share insights from conversations with prospects to improve sales strategies and enhance team performance.
• Stay informed and continuously improve performance: Participate in training sessions, performance reviews, and feedback discussions. Stay updated on company offerings, target markets, and outreach best practices to continually improve efficiency and conversion rates.

Business Development Representative

Ecommerce

• E-commerce is the #1 priority for this role.
• Update Shopify inventory daily (every morning) to ensure the online store accurately reflects the clinic’s true inventory.
• Perform a second inventory check later in the day when needed to prevent incorrect “out of stock” listings.
• Identify inventory discrepancies and proactively notify the team.
• Add new products to Shopify as needed.
• Optimize Shopify product listings for quality and performance, including clean, professional product titles and descriptions, basic SEO keyword optimization, and ensuring listings have consistent, high-quality images (photos are provided by the clinic).
• Maintain a highly organized and polished Shopify storefront that supports revenue growth.
• Edit and schedule approximately 5 posts per week across Instagram, Facebook, TikTok, Google Business, and YouTube (as needed).
• Perform basic video editing only (simple trimming, captions, hashtags).
• Assist with content guidance (what to post or record), then edit and schedule content.
• Respond to Shopify customer messages approximately once per week.
• Handle basic, non-clinical questions (primarily inventory or order-related).
• Escalate all medical or clinical questions to the clinic team.
• Follow a clear daily process and checklist.
• Provide consistent communication during working hours.
• Submit weekly and/or end-of-day updates as required.

E-commerce, Shopify Operations Virtual Assistant

Operations

• Collect registration paperwork and insurance cards before visits to avoid delays
• Perform eligibility checking and insurance verification (training provided with biller)
• Collect telehealth copays prior to visits, with focus on improving collections
• Prepare patients for telehealth visits (basic intake readiness such as height, weight, documentation review)
• Review appointments in EHR and ensure lab results and documentation are ready
• Locate missing lab results and ensure visit readiness
• Clean and manage fax inbox and incoming faxes
• Handle prior authorizations for medications and referrals (growing demand area)
• Process and track referrals
• Confirm appointments and manage general patient communication
• Provide phone support and patient follow-up
• Conduct no-show follow-up and ensure every patient always has a next appointment scheduled
• Prevent administrative backlog and clean up workflow inefficiencies

Bilingual Healthcare Operations Coordinator – Spanish, English

Therapist

• Appointment Setter: Primary responsibility includes scheduling discovery calls and managing the appointment calendar.
• Customer Service Representative: Handles all patient-facing communications and callback management.
• Front Desk Receptionist + Admin Assistant + Billing Support: Acts as the first point of contact for patients and supports back-end administrative and billing processes.
• Intake Calls & Patient Intake Management: Answer incoming calls in a professional, warm, and confident manner, conduct intake calls and gather patient information accurately, input patient information into PT Everywhere (EHR/CRM), schedule discovery calls for the owner, maintain a maximum 1-hour callback time.
• Patient Communication & Scheduling: Manage appointment scheduling and confirmations, handle callback requests promptly, ensure booking window stays within 3–4 weeks, deliver required documentation to patients, provide excellent patient-facing service at all times.
• Billing & Documentation: Generate and send super bills, process billing documentation accurately, maintain 24-hour billing turnaround time, assist with insurance verification for new patients.
• Secondary Responsibilities: Lead follow-up and outreach (dormant/inactive patients), support light marketing tasks: Bi-weekly newsletters, Flyer creation, & Canva-based design work, general administrative support as needed.