Medical Practice Operations & Administrative Virtual Assistant

Immediate Start | 5–10 Hours/Week | Long-Term Growth Potential
I am a U.S.-based Speech-Language Pathologist and private-practice owner seeking a highly detail-oriented Medical Administrative VA.

The core of this role is simple:
Identify what is missing ? track it ? take the next step ? follow through until it is resolved.

This is not just scheduling or data entry.

Primary Responsibilities
Prepare Tomorrow Today
Review the next clinical day's schedule
Cross-check SimplePractice and Ambiki
Identify and resolve discrepancies
Flag new evaluations, cancellations, additions, or changes
Set up the appropriate note/evaluation for each patient
Identify missing intake forms, prescriptions, authorizations, or documentation
Documentation Support
Set up notes and evaluation templates
Enter objective data provided by the clinician
Organize language/testing information using established workflows
Prepare documentation for clinician review and signature
Track unsigned notes until completed

The clinician remains responsible for all clinical judgment and final documentation.

Plans of Care / Prescriptions / Prior Authorization
Identify when a POC or prescription/order is needed
Set up the updated POC for clinician review/signature
Send it to the physician after clinician signature
Track physician signatures and follow up until received
Request and track prescriptions/orders
Assemble required prior-authorization documents
Submit or prepare authorization requests
Track approvals, expiration dates, and outstanding requirements
Sent does not mean complete.

The task is complete only when the required document or authorization has been received, filed, and resolved.

What I Need
Exceptional attention to detail
Strong follow-through
Ability to work independently
Excellent written English
Comfort with technology and detailed workflows
Ability to recognize missing information and act on it
Experience with U.S. healthcare administration strongly preferred

Experience with SimplePractice, Ambiki, POCs, physician signatures, prior authorizations, insurance, medical faxing, or therapy practices is a strong plus.

HIPAA:
This position involves access to Protected Health Information.

HIPAA privacy/security training is required before access is provided. You must also be willing to sign required HIPAA, confidentiality, and security agreements and follow all privacy procedures.

Hours: 5–10 hours per week to start, distributed throughout the week.

Some availability during U.S. Eastern Time business hours is required.

Hours and responsibilities can grow as you demonstrate accuracy, reliability, and the ability to independently take on more work.