1. Administrative + Clinical VA ( female)

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TYPE OF WORK

Part Time

WAGE / SALARY

$5/ hr

HOURS PER WEEK

20

DATE UPDATED

Jun 19, 2026

JOB OVERVIEW

Virtual Assistant — Solo Functional Medicine Telehealth Practice

Part Time | EST Hours (9am–5pm or 8am–4pm) | Remote

We are a small, high-touch solo functional medicine practice licensed in Florida, Ohio, and Texas — and we are growing. We specialize in root cause medicine for women dealing with gut issues, fatigue, hormonal dysfunction, thyroid conditions, and autoimmune disease. Our patients are high-achieving women who have been dismissed by conventional medicine and are finally getting real answers. We take that responsibility seriously.

The right VA will have real ownership over the systems that keep this practice running and our patients feeling supported. I want someone who can be my second brain — someone who sees what needs to happen before I ask, and who takes pride in making sure nothing and no one falls through the cracks.

We are looking for a highly organized, tech-savvy female VA with experience in a health, wellness, or medical practice setting. Holistic or functional medicine experience is a strong plus. HIPAA awareness is required. We do not bill insurance — no insurance experience needed. Looking for someone, I can just text throughout the day with things that need to get done and you can confirm that they've been completed in the task management CRM platform.

What You'll Be Responsible For
Administrative & Operations

Scheduling, rescheduling, and managing patient appointments in Jane App (EMR) and GoHighLevel (CRM)
Inbox management across email and SMS — answer what you can, escalate only what matters
Patient form follow up and completion tracking before appointments
SOP creation and documentation via Loom as systems are being built
Discovery call follow up within 24 hours using warm, non-salesy GHL texts and email
New client outreach within 24 hours of program start to confirm next steps and make them feel welcomed
Pipeline and opportunity management in GHL — stages, tags, and lost reason tracking
KPI tracking and regular reporting to the practice owner via Google Analytics and GHL (nice to have)
Monitoring automations and flagging or troubleshooting when workflows break or misfire
AI agent prompt maintenance and call routing management in GHL
Webinar and event coordination — outreach via text and email for registration, reminders, and post-event follow up
Instagram comment and DM monitoring for lead activity (basic responses and flagging — full training provided)

Clinical Support

Lab document uploads and chart organization in Jane App prior to appointments
Chart creation and prep before patient visits
Checking in with patients between visits to ensure they feel supported
Fullscript supplement order follow up for patient questions (training provided)
Ensuring no patient falls through the cracks between booking and their first appointment
Tracking patients across program phases (Reveal, Reset, Rebalance) so transitions are seamless

Tools You Will Use

GoHighLevel (GHL)Required
Jane App Nice to have
will train Fullscript
Will train Google Workspace (Gmail, Drive, Docs)
CanvaNice to have
Squarespace Nice to have
Loom Required for SOP documentation


Skills I Am Looking For
1. Extreme Organizational Ability and Follow Through
This is non-negotiable. I need someone who naturally notices things before being asked, tracks loose ends, creates systems without being prompted, follows up multiple times without reminders, and keeps everything moving.
2. Strong Written Communication and Patient Experience
This practice is high-touch. Our patients are smart, health-conscious women who expect to be treated with care and respect. I need someone who can text warmly, handle scheduling issues gracefully, answer common questions professionally, and make every patient feel like they matter — because they do.
3. Tech-Savvy Problem Solver
If something is not working, I need someone who will search for the answer and attempt to resolve it independently before escalating. You should feel comfortable learning new tools and figuring things out.
4. Discretion and HIPAA Awareness
You will be working inside patient charts, lab results, and private health information. Confidentiality is non-negotiable.
5. Alignment with Functional and Root Cause Medicine
You do not need to be a clinician. But you should genuinely believe that the body can heal when given the right support, and that patients deserve more than a prescription and a referral. If you have a personal story or professional background in holistic or integrative health, tell me.

Growth Potential
This role starts part time with room to grow in hours and responsibility as trust is established. The right person will grow with this practice.

To Apply
If you are serious about this role, email a short video (2 to 3 minutes) to ---------- explaining:

Why you are the right fit for a functional medicine practice specifically
A specific example of how you helped a busy business owner become more organized or grow their business
Which tools on our list you have hands-on experience with

Applications without a video will not be reviewed.

SKILL REQUIREMENT
CRM Organization Problem Solving
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