Medical Practice Virtual Assistant

Responsibilities

EHR Transition & Administrative Operations

• Assist with configuring, building out, and maintaining the backend of SimplePractice.
• Coordinate the smooth transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records.
• Help consolidate disconnected systems (Updox fax, Converge payment processing, third-party bookkeeping) into SimplePractice's unified billing and portal ecosystem.
• Support administrative workflows related to the January 1st office move—including updating provider credentialing addresses, adjusting phone systems, and syncing website information.

Practice & Calendar Management

• 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, and organize electronic/uploaded document backlogs.
• Manage incoming practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries.
• Patient Coordination & Compassionate Care

Requirements

• 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 is strongly preferred

• Familiarity with Practice Fusion, digital fax systems (Updox), and digital billing platforms.
• Tech-savvy and adaptable to HIPAA-compliant communication platforms (Microsoft Teams, Slack, Google Workspace).

Patient Front-Line Communication

Serve as the primary, gentle point of contact for patients and families seeking care.

Sensitive Scenario Handling

Demonstrate emotional composure and tact when interacting with anxious clients, navigating child custody desk requirements, and managing adolescent behavioral contexts.

Risk Assessment Support

Quickly identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil following established practice protocols.

Compliance & Legal Knowledge

Strict adherence to HIPAA standards, privacy laws, and medical-legal boundary guidelines.

Language & Tone

Professional English fluency with a warm, gentle, and diplomatic style (Spanish-speaking ability preferred to support local Houston demographics).

Personality & Capacity

• High emotional intelligence, calm demeanor under pressure, strong organizational logic, and a patient-first ethos.
• U.S.-based child, adolescent, and adult psychiatrist | Central Standard Time (CST) working hours | Full-Time (40 hrs/week)
• Why Join Assist World?

100% REMOTE

• $50 birthday bonus
• $200 testimonial bonus

NO TRACKER. NO PROBLEM

Important Hiring Note / Eligibility: We are a remote-first team, but due to international payment regulations, we can only hire candidates who can receive payments via Wise (SA, UK, US & PH). Before applying, please ensure Wise operates and supports local bank transfers in your country of residence/bank location.

Regrettably, we cannot proceed with applications from regions where Wise services are unavailable.