Virtual Assistant

We're looking for a Virtual Assistant to join our Admin Services team, the human-led virtual admin service many clinics know as Ginger Desk. Ginger Desk was founded by a Naturopathic Doctor who knew firsthand how much work happens outside the treatment room, and earlier this year it officially joined Jane. Together, we're growing Services into a big part of how Jane helps the helpers, with one simple mission: give practitioners their time back.

Most of our customers are practitioners who care for patients all day and then run a small business around their clinical hours. As a Virtual Assistant, you'll be the virtual front desk for several of these clinics, working inside Jane to keep their inboxes, calendars, bookings, billing, and charting running smoothly. You'll get to know how each clinic likes to work, look after their patients with warmth and professionalism, and handle the details so practitioners can focus on care.

You'll start with about a month of hands-on training (we call it Ginger University), take on your first clinic toward the end of it, and build up your portfolio gradually from there.

If you've spent years at a clinic front desk, know Jane inside and out, and love being the person who keeps everything organized, this could be a really meaningful next step. Services is one of Jane's big bets, and you'd be joining early, while we shape what it becomes.

• Give practitioners their time back by running the day-to-day front desk work for a portfolio of clinics, from managing inboxes and calendars to coordinating bookings, billing, and charting in Jane.

• Help patients feel looked after through clear, warm, and professional communication by phone, email, and secure messaging.

• Own the details across several clinics at once, tracking tasks and follow-ups carefully so nothing gets missed.

• Keep clinic records accurate and secure, handling patient information in line with PIPEDA and HIPAA standards.

• Bring your clinic experience to the team, sharing what you know about how different practices run and helping shape how our Services offering grows.

• Help shape how AI supports our Services work by trying new tools with curiosity and care, and sharing what genuinely saves clinics time without compromising quality or privacy.

• You have 3+ years of administrative experience in a healthcare or wellness clinic, ideally at the front desk where you saw how practitioners and patients really work.

• You’ve used Jane day to day in a clinic for about 2 years or more, and you’re confident with the ins and outs, including scheduling, invoicing, charting, and settings.

• You’ve either worked across several clinics or disciplines, or gone deep in one area like mental health, naturopathic medicine, or medical aesthetics, and you’re comfortable with the terminology that comes with it, like labs and treatment plans.

• You understand extended health billing, and experience with WorkSafeBC or ICBC claims is a bonus.

• You’re highly organized and detail-oriented, and you can juggle many clinics and tasks at once while staying calm and accurate when things get busy.

• You write and speak with a polished, professional tone, and you know how to adapt to each clinic’s style while keeping patient trust front and centre.

• You know your way around Google Workspace, including Gmail, Calendar, Docs, and Sheets, and you pick up new systems and workflows quickly.

• You’re curious about how AI tools can take repetitive work off your plate and happy to help test them out.

• You’re based in Canada and can work Monday to Friday. Shifts are 8 hours between 7am - 7pm in your time zone. The time zone you’re hired into is the one you’ll stay in, since your clinics count on you being…