Medical Practice Virtual Assistant

• Assist with configuring, building out, and maintaining the backend of SimplePractice
• Coordinate transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records
• Consolidate Updox fax, Converge payment processing, and third-party bookkeeping into SimplePractice's unified billing and portal ecosystem
• Support administrative workflows for the January 1st office move, including provider credentialing address updates, phone-system adjustments, and website synchronization
• Manage overlapping professional and personal calendars
• Coordinate continuing medical education (CME) travel schedules and streamline daily appointments
• Process psychiatric prior authorizations
• Coordinate prescription refill workflows via EHR
• Organize electronic and uploaded document backlogs
• Manage practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries
• Serve as the primary point of contact for patients and families
• Handle sensitive interactions involving anxious clients, child custody desk requirements, and adolescent behavioral contexts
• Identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil according to practice protocols

• 4 to 10 years of virtual assistant or practice management experience in a medical setting
• Psychiatry, mental health, or pediatric experience strongly preferred
• Hands-on experience with Electronic Health Record (EHR) systems
• SimplePractice experience strongly preferred
• Familiarity with Practice Fusion, digital fax systems (Updox), and digital billing platforms
• Tech-savvy and adaptable to HIPAA-compliant communication platforms, including Microsoft Teams, Slack, and Google Workspace
• Strict adherence to HIPAA standards, privacy laws, and medical-legal boundary guidelines
• Professional English fluency
• Spanish-speaking ability preferred to support local Houston demographics
• High emotional intelligence, calm demeanor under pressure, strong organizational logic, and a patient-first ethos
• Must be able to receive payments via Wise; eligible payment locations include South Africa, the United Kingdom, the United States, and the Philippines

• 100% remote
• $50 birthday bonus
• $200 testimonial bonus
• No tracker
• Full-time, 40 hours per week