Executive Assistant – Part-time

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

📋 Description

• Oversee the scheduling of appointments for both new and existing clients, ensuring the calendar remains accurate and current.

• Dispatch appointment confirmations and reminders to parents via email.

• Keep an eye on schedules for any gaps, conflicts, and appointments that need follow-up.

• Facilitate rescheduling requests and communicate any changes to the practice owner.

• Manage the new client intake process from the initial inquiry to the completion of onboarding paperwork.

• Distribute intake forms, consents, and necessary documentation while tracking their completion.

• Follow up with families who have not completed the required intake materials.

• Ensure that the intake documentation is complete and properly filed in the EHR before the first appointments.

• Supervise EHR client files to guarantee that documentation is complete, current, and organized.

• Identify and flag any missing, incomplete, or expiring documents before compliance issues occur.

• Keep organized, audit-ready records across all active client files.

• Execute administrative documentation tasks in the EHR as instructed.

• Review the upcoming week to determine preparation, follow-up, or confirmation requirements.

• Proactively report pending items, those needing attention, and completed tasks to the practice owner.

• Develop and maintain tracking systems for intake status, outstanding paperwork, and scheduling follow-ups.

• Identify issues early to allow the practice owner to concentrate on client care.

• Manage all family-facing communication solely through email.

• Respond to parent inquiries promptly and with empathy.

• Compose routine communications regarding scheduling, document requests, intake, and follow-ups.

• Maintain a calm, organized, and reassuring tone in all communications.

⛳️ Requirements

• Exceptionally organized and genuinely proactive in administrative tasks.

• Strong written communication skills with the ability to craft clear, warm, professional, and empathetic emails.

• Comfortable handling administrative duties in a healthcare or therapy environment.

• Experience in intake coordination and documentation tracking.

• Ability to handle sensitive client and family information with discretion and professionalism.

• HIPAA compliance is mandatory.

• Willingness to learn a new EHR system; complete training will be provided.

• Dependable and available for consistent part-time work each week.

• Self-motivated in a remote setting without daily supervision.

• Previous administrative support experience in a therapy practice, healthcare provider, or mental health clinic is preferred.

• Familiarity with EHR or practice management platforms is advantageous.

• Experience in managing new patient or client intake workflows is preferred.

• Background in communicating with families navigating healthcare, therapy, or child development services is preferred.

• Availability for part-time hours ranging from 5 to 20 hours per week, depending on client volume and workload.

• 100% remote work opportunity.

🏝️ Benefits

• Flexible work hours that accommodate your schedule.

• Opportunity to work in a supportive and collaborative environment.

• Gain valuable experience in healthcare administration and client relations.