Medical Practice Virtual Assistant

We are seeking an experienced, tech-savvy, and highly empathetic Virtual Medical Practice Manager / Assistant to oversee the operational and administrative backend of a growing psychiatric practice. The practice is preparing for a physical office relocation by January 1st, alongside a complete digital migration from Practice Fusion to Simple Practice. The ideal candidate brings strong operational logic, EHR data-handling proficiency, and a warm, diplomatic communication style capable of handling sensitive mental health scenarios (including anxious patients, child custody nuances, and urgent risk triage).

• EHR Transition & Administrative Operations
  • Simple Practice Onboarding:
    Assist with configuring, building out, and maintaining the backend of Simple Practice.
  • Data & Medical Records Migration:
    Coordinate the smooth transfer of client charts and clinical data from Practice Fusion and paper files to Simple Practice without loss of records.
  • Tool Consolidation:
    Help consolidate disconnected systems (Updox fax, Converge payment processing, third-party bookkeeping) into Simple Practice's unified billing and portal ecosystem.
  • Transition Logistics:
    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
  • Calendar & Schedule Oversight:
    Manage overlapping professional and personal calendars, coordinate continuing medical education (CME) travel schedules, and streamline daily appointments.
  • Prior Authorizations & Paperwork:
    Process psychiatric prior authorizations, coordinate prescription refill workflows via EHR, and organize electronic/uploaded document backlogs.
  • Communication & Inbox Triage:
    Manage incoming practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries.
• Patient Coordination & Compassionate Care
  • 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 elevate urgent patient risk signals or clinical emergencies to Dr. Wakil following established practice protocols.

• Experience:
  
  4 to 10 years of virtual assistant or practice management experience in a medical setting (psychiatry, mental health, or pediatric experience strongly preferred).
• Technical Proficiency:
  • Hands-on experience with Electronic Health Record (EHR) systems—Simple Practice 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).
• 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.