Medical & Executive Administrative Virtual Assistant

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: TYPE OF WORK

Part Time

: SALARY

$6.50-$9/hour

: HOURS PER WEEK

20

: DATE UPDATED

Apr 6, 2026

JOB OVERVIEW

We're seeking an experienced Medical VA or a Filipino Nurse with administrative expertise to support our growing wellness practice. This unique position combines medical knowledge with executive administrative skills, supporting both clinical operations and practice management. You'll work directly with our provider and team to ensure seamless patient care coordination while managing critical administrative and marketing functions.

This role is perfect for someone who enjoys the administrative and organizational side of healthcare, wants to leverage their medical background in a virtual capacity, and is looking for stable, long-term growth with a supportive wellness practice.
Important: This position requires Medical VA Experience, HIPAA certification training, and proficiency with Charm EHR.

Your Core Responsibilities:
Clinical Administrative Support
You'll prepare and manage patient handouts after appointment visits, coordinate schedule reviews and appointment management, and maintain patient records in our Charm EHR system with HIPAA compliance. You'll handle patient communications via phone and email when needed and support clinical workflow optimization. Experience navigating Charm EHR efficiently is essential as you'll be working in this system daily to document patient encounters, manage treatment plans, and ensure accurate medical recordkeeping.

Executive & Practice Management
EHR Administration: Use Charm EHR system to provide patient educational materials, and keep patient records updated and accurate.
Calendar & Scheduling: Manage provider availability, coordinate patient appointments, send reminders, and ensure smooth daily operations.
Coordinate therapy and wellness appointments: send pre/post-care instructions, and track lab results/referrals.
Provide general admin and provider support: including inbox management, reminders, and simple reporting.

Process & Growth
Identify opportunities to streamline clinical and administrative workflows in our wellness practice. Suggest improvements to patient experience and practice efficiency. Take initiative on projects that enhance practice operations and help grow our client base.

Schedule & Commitment
Starting hours: 20 hours per week
Growth path: Clear progression to full-time (40 hours/week)
Core availability required: Flexible Schedule but must be available on 3pm-7pm Pacific Time (to start)
Meetings/Training: Availability for scheduled onboarding, training sessions, and tea ---------- etings during Pacific Time business hours

Required Qualifications
Essential Requirements
HIPAA Training certification
Charm EHR experience (REQUIRED) - Must have hands-on experience with Charm's patient management, charting, and documentation features
Reliable internet connection and professional and private home office setup
Excellent verbal English communication for phone interactions with patients and clients
Strong organizational skills with exceptional attention to detail

Professional Qualities
Self-motivated learner who can independently research and master new tools
Takes initiative and proactively identifies tasks and solutions
Able to work independently with minimal supervision once trained
Detail-oriented with commitment to accuracy, especially in medical records
Professional, responsive, and committed to quality work
Comfortable managing multiple priorities simultaneously
Understanding of wellness, aesthetic, and preventive care concepts

Why Join Our Team?
Stable Growth: Clear path from part-time to full-time as our wellness practice expands
Flexible Schedule: Work hours that fit your life (outside required core hours)
Diverse Responsibilities: Use both your nursing background and admin skills daily in an exciting wellness environment
Supportive Environment: Work with a healthcare team led by an experienced APRN that values your contributions
Skill Development: Expand your expertise across clinical admin, marketing, wellness education, and practice management
Performance Recognition: Compensation increases tied to your proven value
Long-term Career: We're building for the future and want you to grow with us
Remote Flexibility: Work from home with a supportive, communicative team
Exciting Industry: Be part of the growing wellness, hormone optimization, and aesthetic medicine field

Compensation & Benefits
Hourly Rate: $6.50-$9/hour (based on experience)
Starting Hours: 20 hours per week
Growth Potential: Progress to 40 hours/week as your capabilities grow
Performance Bonuses: Opportunities for bonuses tied to practice growth and efficiency improvements
Hour Increases: Performance-based hour increases as you demonstrate value
Skill-Building: Continuous learning opportunities across multiple platforms and wellness industry knowledge

How to Apply
Change the subject line to: "Ready to Support Vital Wellness – [What U.S. law protects patient health information?]"
Answer the following questions (label your answers clearly):
(1) Interest & Fit (No more than 3 sentences)
Explain why you are interested in this Medical/Executive Admin VA role and what makes you a strong fit for a wellness and aesthetic practice. Share what motivates you about supporting both clinical and administrative operations.
(2) Clinical Background & Charm EHR Experience (3–5 sentences)
Provide a brief summary of your nursing or clinical background and any Medical VA experience. Describe your hands-on experience with Charm EHR—the features you’ve used, tasks you’ve handled, and how long you’ve worked with the system. Include any relevant experience in wellness, IV therapy, hormone therapy, or aesthetic medicine.
(3) Technical Skills (bullet points)
List the major software tools and platforms you are proficient in (scheduling systems, EMRs, communication tools, etc.). If you have experience with Charm EHR, make sure it appears clearly in your list.

Applications must follow this exact format to be considered. Your application will not be considered if you do not follow instructions exactly. Shortlisted candidates will be invited for a video interview to discuss experience, learning style, and cultural fit with our team.

SKILL REQUIREMENT

Medical Services Healthcare HIPAA Compliance

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Medical & Executive Administrative Virtual Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

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