Job Description

Position Overview:
We are seeking a highly organized and detail-oriented Part-Time Virtual Assistant to provide comprehensive administrative support with an emphasis on phone and email communication, billing, human resources, medical records management, insurance verification, director-level support, and social media oversight. The successful candidate must demonstrate professionalism, discretion, and strict adherence to HIPAA compliance in handling sensitive information. This position is fully remote and designed for a professional who excels at managing multiple priorities with flexibility and accuracy.

Key Responsibilities:

Administrative Support & Communications:

• Answer and manage incoming phone calls in a professional and courteous manner.
• Oversee and organize email communications, ensuring timely and appropriate responses.
• Coordinate and confirm appointments using scheduling software.
• Provide direct administrative support to directors, including meeting preparation, document management, and special projects.
• Maintain accurate records and provide general office support.

Billing, Payroll & Insurance Verification:

• Process client billing and maintain financial records with accuracy.
• Prepare and manage invoices, expense reports, and payment tracking.
• Assist with payroll operations, ensuring timely and precise execution.
• Verify client insurance eligibility and benefits.
• Coordinate with clients and providers regarding coverage and authorizations.

Human Resources Support:

• Facilitate onboarding processes, including documentation and training coordination.
• Maintain confidential personnel records and HR documentation.
• Support HR compliance, communications, and employee engagement initiatives.

Medical Records Management:

• Maintain and update client medical records in compliance with confidentiality and HIPAA regulations.
• Process and track medical records requests promptly and accurately.
• Ensure secure storage, retrieval, and transmission of sensitive documentation.
• Support providers and staff with medical records-related needs.

Social Media Management:

• Develop, schedule, and publish professional content across social media platforms.
• Monitor engagement, respond to inquiries, and maintain a consistent brand presence.
• Assist in implementing strategies to enhance digital visibility and community outreach.

Qualifications:

• Proven experience as a Virtual Assistant or in a related administrative role.
• Strong organizational and multitasking skills with attention to detail.
• Excellent verbal and written communication abilities.
• Proficiency with billing software, payroll systems, and insurance verification processes.
• Familiarity with medical records management and HIPAA compliance (required).
• Experience managing phone, email, and social media communications for business purposes.
• Proficient in standard office software and online collaboration tools.
• Ability to provide executive-level support to directors or senior leadership.

Preferred Skills:

• HIPAA training/certification.
• Familiarity with QuickBooks, Gusto, or equivalent financial tools.
• Experience using Canva or other content creation platforms.
• Working knowledge of HR best practices and compliance requirements.

Position Details:

• Part-Time, Remote position.
• Flexible scheduling available within standard business hours.
• Opportunities for professional growth and advancement within the organization.
• Compensation: $15 per hour.
• Required:
  • High School Diploma
  • Bilingual in English & Spanish
• Occasional in person work at office location.

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