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 SimplePractice.

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).

 

Key Responsibilities

EHR Transition & Administrative Operations

• SimplePractice Onboarding: Assist with configuring, building out, and maintaining the backend of SimplePractice.

• Data & Medical Records Migration: Coordinate the smooth transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records.

• Tool Consolidation: Help consolidate disconnected systems (Updox fax, Converge payment processing, third-party bookkeeping) into SimplePractice'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 escalate urgent patient risk signals or clinical emergencies to Dr. Wakil following established practice protocols.

 

Candidate Qualifications & Requirements

• 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—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).

• 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.