Global Hola

We are seeking a part-time Virtual Assistant to support the administrative and operational tasks of a busy physical therapy clinic based in Middle Tennessee. The ideal candidate will help alleviate the workload of the business owner by handling data entry, CRM management, scheduling, billing, and other administrative functions. This role is crucial for enabling the owner to focus more on CEO-level tasks.

Work schedule

• Part-time position starting with 20 hours per week, with the potential to transition to full-time based on performance and business needs.
• Central US timezone
• Shifting schedule based on business needs. 

Responsibilities

• Manage CRM updates and data entry tasks efficiently using HubSpot.
• Handle scheduling of appointments and manage billing processes to ensure smooth clinic operations.
• Provide administrative support to free up the owner’s time for high-level business activities.
• Answer incoming calls and make outbound calls to patients and vendors, ensuring effective communication and service.
• Update SOPs to make them more detailed and comprehensive as the role develops.
• Ensure compliance with HIPAA regulations, particularly in handling sensitive patient information and accessing EMR systems securely.
• Perform ad hoc administrative tasks as needed to support daily clinic operations.

Qualifications

• Proven experience in administrative support roles, ideally within a healthcare or clinic setting.
• Strong proficiency with CRM platforms, particularly HubSpot, and familiarity with Microsoft Suite and Google Docs.
• Excellent organizational and communication skills, capable of handling multiple tasks with high attention to detail.
• Understanding of HIPAA compliance and experience handling confidential patient data securely.
• Ability to work independently with minimal supervision and adapt to changing schedules.
• A Bachelor’s degree in Business Administration, Communication or any healthcare related degree field is required.

Other requirements

Computer/laptop

Processor: Intel Core i5 or higher

RAM: 8GB or higher 

Storage: 256GB SSD or higher Operating 

System: Windows 10 or macOS 

Display: 13-inch or larger screen size with a resolution of 1920x1080 or higher 

Battery Life: Minimum of 8 hours

Internet

10 Mbps download and 5 Mbps upload

Accessories

Webcam

Noise-canceling headset with mic

Work set-up

Professional/presentable background

Quiet and distraction-free area