About the jobThe 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.ResponsibilitiesScheduling 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.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.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.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.Maintain updated contact directories, scheduling logs, and clinician credentialing files.Perform other administrative or operational tasks as needed to support organizational goals.QualificationsProven experience as a Virtual Assistant, Administrative Coordinator, or Office Manager within a healthcare setting.Familiarity with multidisciplinary practices including 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 such as Zoom and Teams.Ability to maintain confidentiality and handle sensitive information with discretion.Self motivated, dependable, and able to work effectively in a remote, fast paced environment.
