Patient Experience & Administrative Assistant

What this role covers
Overview:

We are hiring a Patient Experience & Administrative Assistantfor a growing integrative medicine and wellness practice in the healthcare industry. This is a full-time remote role for a US-based company. This role is ideal for someone who is warm, personable, highly organized, and passionate about health and wellness, with excellent communication skills, strong administrative abilities, and the initiative to help improve processes and create an exceptional patient experience.

Key Responsibilities:

Answer and return patient calls, texts, and emails in a friendly, professional, and timely manner
Send appointment and discovery-call reminders and coordinate patient scheduling
Follow up with patients after discovery calls and assist with booking their next appointments
Coordinate administrative patient enrollment, payments, and billing using established processes
Welcome new patients, coordinate patient orientation, and share approved educational materials
Maintain accurate patient records, follow-up tasks, checklists, and administrative documentation
Assist with scheduling health coaching sessions, educational classes, and community events
Help organize patient journeys and ensure outstanding requests and follow-ups are completed
Identify gaps in workflows, research practical solutions, and suggest improvements to administrative processes
Learn new systems and tools and independently resolve routine administrative challenges
Upload recorded classes, assist with basic video editing and short clips, and schedule Instagram content as needed
Provide administrative support for webinars, seminars, and other educational events as the practice grows

Required Qualifications:

Excellent spoken and written English, with strong telephone and written communication skills
Strong organizational skills and attention to detail
Ability to manage multiple responsibilities, prioritize tasks, and follow through reliably
A proactive, resourceful, and solutions-oriented approach to work
Ability to work independently and take ownership of tasks without constant supervision
A warm, personable, and professional approach to patient and customer interactions
Adaptability and comfort working directly with a founder in a growing business where processes are still developing
Genuine interest in health, wellness, and providing an exceptional patient experience
Ability to handle confidential patient information responsibly and follow appropriate data-handling procedures

Preferred Qualifications:

1-2+ years of previous experience in healthcare administration, patient coordination, medical office administration, or a similar patient-facing role
2+ years experience in customer service, customer-facing administration, or sales operations
Familiarity with electronic medical record (EMR) systems
Experience supporting a founder, small business, wellness practice, or service-based business
Basic video editing, social media scheduling, or webinar administration experience
Creative thinking and an interest in contributing ideas and improving business processes
Required Skills & Tools:

Excellent verbal and written communication
Patient communication and appointment coordination
Administrative organization and follow-up management
Problem-solving, research, and process improvement
Ability to learn new software and systems independently
Preferred tools: GoHighLevel (GHL), Google Workspace, electronic medical record (EMR) systems, Loom, and Canva
Schedule & Pay:

Full-time position; 40 hours per week
This is a fully remote job for a US-based company (EST timezone)
The role supports a US-based practice, so candidates should be comfortable coordinating with the client’s operating hours
Pay ranges from ZAR 14,000 – ZAR 18,000 per month, depending on experience and skill
Any annual raises, bonuses, or paid time off arrangements will be subject to the applicable client agreement

System Requirements:

Internet speed of at least 25 Mbps
Computer with a 2.4 GHz processor or higher
8 GB of RAM or higher
Windows 10 or newer, or Mac OS X 10.10 or newer
HD 720p webcam
Headset with a microphone

Benefits:

Competitive pay rates
The company provides a US phone number and business email address
Enjoy the flexibility of working remotely, from home or any location of your choice
Eliminate commuting time and expenses
Consistent work with the same client, fostering a long-term professional relationship
Opportunities for career advancement, dependent on the client
Stable work hours and consistent pay
A supportive and inclusive work environment that values diversity and individual growth
Opportunity to grow into a broader patient experience or wellness coordination role as the practice expands

If you are a warm, organized, and proactive professional who enjoys helping people, thrives in a growing environment, and is passionate about health and wellness, we encourage you to apply! This is an exciting opportunity to contribute to a meaningful patient experience while growing alongside an expanding integrative medicine practice.

Patient Experience & Administrative Assistant