About the project
We are looking for a detail-oriented Virtual Administrative Assistant to support internal operations for our key client, a U.S.-based medical practice. This is a part-time (15–20 hours/week) remote position with flexible scheduling and limited required overlap with U.S. Central Time. The assistant will work closely with a small administrative team to ensure smooth back-office processes, accurate data handling within the EHR system, and efficient coordination of daily administrative tasks.
There is no direct patient interaction — all communication occurs through EHR-based automated systems, internal messaging, and administrative tools. Full training will be provided for all systems, including eClinicalWorks (ECW).
Your duties
As a Virtual Assistant you will be responsible for:
- Managing administrative workflows inside eClinicalWorks (ECW), including updating patient information, processing electronic records, and handling automated reminders
- Supporting scheduling, follow-up tasks, and internal coordination via Dialpad and other practice tools
- Processing and organizing digital documentation, forms, and medical records
- Managing and responding to messages, voicemails, and internal correspondence through ECW
- Maintaining confidentiality and adherence to healthcare data standard
- Managing prescription refills, electronic faxes, and related clerical activities
- Ordering tests and procedures based on physician instructions
- Coordinating referrals and follow-up documentation
- Handling pre-certifications for tests, procedures, and medications
- Supporting prior authorizations for insurance-covered medications
- Providing operational support for time-sensitive administrative tasks
Requirements
- 2+ years of administrative experience, preferably in a medical or healthcare setting
- Some experience with the U.S. medical field or health industry (training will be provided)
- Proficiency with Microsoft Office and/or Google Workspace
- Experience handling clinical clerical tasks such as scheduling, fax management, or documentation
- Ability to manage confidential patient information with discretion
- Ability to work independently with 1–2 hours of overlap with U.S. Central Time
- Excellent written and verbal English communication (B2+)
- High school diploma required; associate or bachelor’s degree preferred
- Reliable internet connection and ability to work independently from home
Nice to have:
- Prior experience with U.S. healthcare systems
- Experience with EHR/EMR systems (ECW, Athena, Epic, etc.)
- Familiarity with Dialpad or similar communication platforms
- Experience in medical reception, clinical assistance, or medical office administration
- Experience with EMR/EHR systems (ECW preferred, but training available)
About team up
After the first Covid outbreak, considering the future of work has become increasingly crucial. At the beginning of 2020, Georgian and German entrepreneurs met in Berlin and created a solution for the new world's challenges. That’s how Team Up was established.
Benefits and perks of remote career with Team Up
Everything you need to level up professionally and feel respected, cared for and valued :
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Hork from everywhere
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Equipment you’ll love
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Private health insurance
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Self-development programs
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Top talent community
VIELE STANDORTE · VOLLSTÄNDIG REMOTE