Bilingual Executive Assistant – Healthcare, Telehealth Operations

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee executive calendars, manage inboxes, handle appointments, and prioritize scheduling tasks.

• Monitor projects, track deadlines, manage action items, and support business initiatives.

• Structure operational workflows to ensure timely task completion.

• Liaise with leadership to follow up on pending priorities and commitments.

• Develop schedules, templates, tracking systems, and operational documentation.

• Assist with business launch initiatives and foster ongoing operational growth.

• Facilitate communication with marketing vendors and external partners.

• Respond to incoming calls and address scheduling inquiries.

• Arrange appointments and oversee calendar workflows.

• Aid patients with administrative inquiries and appointment coordination.

• Process payment checks and support deposit tracking activities.

• Deliver professional and compassionate customer service.

• Assist front desk operations as patient volume increases.

• Upload lab requisitions into the EMR system.

• Handle prescription faxes and administrative clinical paperwork.

• Organize insurance forms and relevant supporting documentation.

• Monitor medication fulfillment and distribution workflows.

• Maintain workflow sheets, patient tracking logs, and operational records.

• Ensure the accuracy and quality control of documentation across administrative processes.

• Facilitate telehealth workflow coordination and patient management.

• Support EMR documentation and healthcare administrative systems.

• Help sustain efficient operational processes that enhance patient care delivery.

• Coordinate interactions between providers, patients, laboratories, pharmacies, and vendors as necessary.

⛳️ Requirements

• Prior experience as an Executive Assistant, Operations Coordinator, Practice Administrator, Healthcare Administrator, or in a similar capacity.

• Outstanding organizational and time-management skills.

• Proficient project coordination and task management capabilities.

• Ability to work autonomously with minimal supervision.

• Proactive approach with a strong sense of follow-through and accountability.

• Capacity to anticipate needs and independently resolve issues.

• Experience in telehealth management is essential.

• Previous background in healthcare administration is strongly preferred.

• Familiarity with healthcare workflows, patient coordination, and medical documentation.

• Understanding of HIPAA regulations and professionalism in handling protected health information.

• Experience supporting medical practices, healthcare providers, or telehealth organizations.

• Extensive experience with EHR/EMR systems is required.

• Experience with Practice Fusion is highly preferred.

• Familiarity with LabCorp workflows is strongly preferred.

• Comfortable navigating and learning multiple software systems.

• Strong skills in documentation accuracy and quality control.

• Excellent written and verbal communication skills in English.

• Strong phone etiquette and customer service skills.

• Ability to communicate professionally with patients, providers, vendors, and business partners.

• Strong interpersonal and relationship-building skills.

• Bilingual skills in English and Spanish are highly preferred but not mandatory.

• Candidates who can effectively communicate with Spanish-speaking patients will be given strong consideration.

• Must demonstrate proficiency in speaking and writing English clearly.

• Relevant work experience is a must.

• Must be able to provide an NBI clearance and/or Local Police Clearance background check prior to onboarding [mandatory].

• Must be available for video meetings with the camera on (when required).

• Reliable laptop or desktop computer is necessary.

• High-speed internet connection (minimum 25 Mbps) is required.

• Noise-canceling headset is needed.

• Webcam for virtual meetings is essential.

• A quiet, professional environment is required.

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to top-tier support for inquiries, guidance, contract matters, and client communication.

• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.

• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to empower you in handling PHI for U.S. healthcare clients.

• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you excel as a top-performing VA and enhance long-term client retention.

• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off based on the client’s needs and schedule.

• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only available if offered by the client.

• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.

• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.