Virtual Practice Admin Specialist, Charm EHR Experience

• Run the daily administrative operations and patient engagement for a specialized functional medicine practice
• Handle patient communication via phone calls, emails, and portal messages
• Navigate Charm EHR
• Manage lab ordering and uploads
• Process payments
• Strategically maintain the calendar
• Proactively manage return-visit intervals and appointment lengths according to billing notes
• Look 1–2 weeks ahead to align visit timing with lab turnaround schedules
• Triage incoming phone calls, emails, and portal messages
• Deliver warm, personal outreach while guiding patients toward optimal appointment and care options
• Review voicemails and messages
• Collect payments
• Process lab downloads and uploads
• Manage Fullscript order signals
• Update MailChimp lists
• Answer inbound calls and respond to patient inquiries
• Handle sensitive conversations regarding scheduling, practice policies, and care plans
• Validate patient concerns, explain scheduling or clinic options, and guide patients while maintaining practice boundaries
• Cross-reference billing and encounter notes to execute exact return-visit intervals and visit lengths
• Monitor lab completion timelines and proactively adjust visit lengths or reschedule appointments when needed
• Triage and clear voicemails, portal messages, and emails
• Process billing and follow through on billing-note task items
• Download, upload, and link laboratory results in Charm EHR
• Monitor Fullscript order notifications and send customized check-in notes
• Maintain MailChimp email lists
• Assist with basic creative or marketing materials in Canva
• Evaluate lab delays, partial lab completion, and split visits using clinic guides before escalating issues to the provider

• Minimum 2+ years of direct experience supporting a U.S.-based Functional Medicine or Naturopathic medical practice
• Direct, hands-on administrative experience navigating Charm EHR (non-negotiable)
• Fluent, highly articulate spoken English with a neutral accent that allows patients to communicate comfortably over the phone
• Ability to evaluate clinical/administrative variables, cross-check details independently, and execute complex schedule adjustments without relying on constant oversight
• Dedicated, private, HIPAA-compliant home office
• Reliable computer (PC/Mac)
• High-speed internet
• Backup power/internet solutions
• Noise-canceling headset
• Prior experience using Fullscript, MailChimp, Canva, and major laboratory portals (LabCorp, Quest Diagnostics) is a strong plus
• Interest in taking on creative projects, marketing materials, and practice expansion tasks once daily operations are mastered is a strong plus

• Off on major holidays and pre-scheduled practice closure dates.