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TYPE OF WORK
Full Time
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SALARY
$400; then $500/month w raises q6months
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HOURS PER WEEK
40
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DATE UPDATED
Jan 4, 2026
Clinical and Office Manager VA
Scheduler, Follow-Up, Post-Surgical Care & Chart Preparation Specialist
Work Schedule:
Must be able to work Hawaii Time, Monday–Friday, 8:00 AM–5:00 PM
Required Qualifications:
This is a clinical role. Applicants must:
Hold a nursing degree
Have healthcare/nursing knowledge
Have at least 12 months of bedside nursing experience
Only candidates with a nursing background should apply.
Objectives of the Role
The Clinical and Office Manager VA serves as the primary clinical point of contact for patients, guiding them through the full care journey—from referral and scheduling through post-operative recovery. They oversee clinic virtual assistants (VAs), mentor administrative staff, and lead process-improvement initiatives to enhance efficiency, collaboration, and patient satisfaction.
Key Responsibilities
A. Leadership & Team Management
Supervise and coordinate the daily work of clinic virtual assistants
Assign tasks, monitor completion, and ensure quality standards are met
Provide training, mentorship, and feedback to strengthen team performance
Develop performance metrics and track outcomes to guide raises and bonuses
B. Referral Review & Pre-Visit Preparation
Review incoming referrals for appropriateness and completeness
Contact referring providers for clarification when needed
Lead the collection and organization of patient records (imaging, labs, operative reports, consultation notes)
Ensure the physician has a complete, ready-to-use clinical note in Elation Health EMR for each visit
C. Clinical Follow-Up & Post-Operative Care
Manage post-operative communication and follow-up scheduling
Send recovery plans and instructions via phone or text
Monitor patient recovery progress and escalate concerns appropriately
Track patient feedback and identify trends in satisfaction
D. Chart Preparation & EMR Management
Prepare and maintain complete, accurate patient charts
Send patient visit summaries with clear action items and timelines
Ensure all pre-procedure requirements (consents, cardiac clearance, labs, EKGs, etc.) are completed at least two weeks before surgery
E. Patient Documentation & Administrative Support
Complete patient paperwork such as work notes, FMLA forms, and school letters
Coordinate with external offices, labs, and imaging centers
Refine scripts and templates for consistent patient communication
F. Scheduling & Daily Operations
Daily Checklist
Review and validate new referrals and schedule patients for clinic visits
Assign and oversee VA tasks for the day
Gather records and prepare consultation notes
Monitor post-operative follow-ups and schedule as needed
Communicate with administrative assistants regarding system improvements
Weekly Checklist
Audit referral and pre-visit preparation completeness
Review team performance against established metrics
Provide feedback and refine workflows to improve efficiency
Submit reports on patient care quality, productivity, and system improvements
Redundancy Protocol
If the Clinical and Office Manager is unavailable, VA2 and VA3 will assume responsibility for urgent follow-ups and record collection to ensure continuity of care. The Clinical and Office Manager serves as VA2’s direct manager and assists with workflow management across the entire team.
If unavailable for follow-up communication or patient feedback tasks, VA1 or VA3 will provide coverage.
Performance & Metrics
Establish measurable benchmarks for team productivity, patient satisfaction, documentation accuracy, and turnaround times
Monitor progress and identify areas for improvement
Recommend raises or bonuses every six months based on objective performance and value added to the practice
Ongoing Clinical Responsibilities
Manage post-operative communication and follow-up visits
Collect patient feedback via surveys and digital tools
Prepare personalized recovery plans
Track patient outcomes and document notes in Elation Health EMR
Send post-operative instructions by text or phone
After each visit, send a Patient Summary of Visit including to-do items and due dates
Send consent instructions via
Complete patient documentation such as work notes, family leave forms, and school letters
Scripts & Templates
Post-Operative Follow-Up:
“Hello [Patient Name], we hope you’re feeling well after your procedure. Please let us know if you’re experiencing any issues or need further assistance.”
Feedback Request:
“We would appreciate your feedback on your experience with us. Please complete this brief survey: [Link].”
