Administrative Coordinator – Psychology Practice

This is a fully remote position, open to applicants in Philippines, +1 more country.

📋 Description

• Oversee patient scheduling, managing appointments and coordinating calendars.

• Organize multi-day treatment sessions, retreats, and other arrangements for specialist care.

• Professionally communicate with patients, healthcare providers, and external partners via email and other suitable channels.

• Handle patient correspondence, including drafting replies, summarizing emails, and following up on pending matters.

• Ensure accurate and confidential maintenance of patient records in the practice's electronic medical record (EMR/EHR) system.

• Coordinate administrative tasks for the psychologist, including medical and wellness appointment arrangements as necessary.

• Monitor incoming communications to identify urgent requests that need immediate escalation to the psychologist.

• Promote more efficient administrative processes, such as automated calendar management and patient appointment confirmations.

• Assist with general administrative tasks to ensure the practice operates smoothly.

• Manage sensitive information with the utmost discretion and professionalism.

⛳️ Requirements

• Prior experience in healthcare administration, preferably in a psychology, psychiatry, mental health, or medical practice.

• Proficient in using electronic medical records (EMR/EHR) systems and standard office software, including Google Workspace.

• HIPAA certification, or the capability to obtain certification before commencing work.

• Strong understanding of patient confidentiality, data protection, and professional boundaries.

• Outstanding written and verbal communication skills in English.

• Exceptional organizational abilities and meticulous attention to detail.

• Capability to prioritize multiple tasks and respond swiftly to urgent situations.

• Proactive and adaptable mindset with confidence in independent work.

• Availability to work during US Eastern Time hours.

• Experience in supporting mental health professionals or working with patients with complex care needs.

• Familiarity with healthcare scheduling systems and patient communication processes.

• Experience with AI tools, workflow automation, and calendar or appointment-confirmation automation.

• Commitment to 30 hours per week; initially up to 40–50 hours per week during the training period.

🏝️ Benefits

• Fully remote position.

• $50 birthday bonus.

• $200 testimonial bonus.

• No tracking involved.