Virtual Administrative Assistant

Role Summary

The Virtual Administrative Assistant provides administrative and communication support across multiple clinical disciplinesincluding physical therapy, occupational therapy, speech therapy, and behavioural health. This role ensures smooth day-to-day operations, efficient patient coordination, and professional communication among staff, clients, and external partners. The ideal candidate demonstrates strong communication, organizational skills, adaptability, and experience in healthcare administration.

Responsibilities

1. Administrative Support

• Scheduling of patients for appointments across all disciplines.
• Handle email correspondence, patient inquiries, and clinician availability updates.
• Verify insurance eligibility, process authorizations, and maintain related documentation.
• Assist with billing and claims submissions, follow-up, and reconciliation.
• Compile patient data, progress reports, and administrative documents for interdisciplinary reviews.
• Track service utilization, follow-up appointments, and compliance deadlines.

1. Communication

• Draft, edit, and distribute professional correspondence, reports, and meeting summaries.
• Communicate effectively with insurance representatives, referral sources, and partner organizations.
• Maintain professionalism and confidentiality in all written and verbal communications.

1. Virtual Office Management

• Implement and maintain virtual workflows, policies, and organized document systems.
• Ensure compliance with HIPAA and other privacy regulations for all electronic communications and records.
• Support onboarding and access setup for new staff members or contractors.

1. Patient & Client Service

• Provide virtual front-office assistance to patients, caregivers, and families with scheduling, billing, and general inquiries.
• Deliver prompt, courteous, and empathetic service that reflects the organizations mission.
• Support telehealth setup and troubleshooting for patients unfamiliar with virtual care tools.
• Monitor and respond to patient messages through EMR or communication systems.
• Escalate complex service or clinical coordination issues to the appropriate supervisor or department.

1. Additional Duties (as assigned)

• Maintain updated contact directories, scheduling logs, and clinician credentialing files.
• Perform other administrative or operational tasks as needed to support organizational goals.

Requirements

• Proven experience as a Virtual Assistant, Administrative Coordinator, or Office Manager within a healthcare setting.
• Familiarity with multidisciplinary practices (Medical, PT, OT, SLP, and behavioral health, preferred).
• Working knowledge of EMR systems and insurance authorization processes.
• Excellent organizational, multitasking, and problem-solving skills.
• Strong written and verbal communication abilities with attention to detail.
• Proficiency in Microsoft Office, Google Workspace, and virtual communication platforms (Zoom, Teams, etc.).
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Self-motivated, dependable, and able to work effectively in a remote, fast-paced environment.