Virtual Assistant for Health & Wellness Clinic
Budget: $2 – $8 USD
Overview
We are a US-based health and wellness clinic seeking a highly organized, detail-oriented Virtual Assistant to support administrative operations, client communication, and system management.
This role requires hands-on experience with both EMR systems and GoHighLevel (CRM). You will play a key role in managing patient flow, lead conversion, and backend systems. Preference will be given to candidates closer to Eastern Standard Time for better alignment.
Key Responsibilities:
1. GoHighLevel (CRM) Management – Top Priority
- Managing and responding to incoming leads in real time.
- Following up with leads and guiding them toward booking.
- Organizing pipelines, tags, and workflows.
- Ensuring no lead or message is missed.
2. Client Communication & Scheduling
- Responding to inquiries professionally and promptly.
- Assisting with booking consultations, confirmations, and rescheduling.
- Re-engaging past clients and following up on inactive leads.
3. EMR Support (PatientNow Essentials)
- Maintaining accurate patient records.
- Verifying memberships, payments, and billing details.
- Assisting with intake and documentation workflows.
4. Lab & Data Management
- Creating and maintaining lab order pick lists/panels based on provided protocols.
- Organizing lab data and ensuring accuracy in selections.
- Helping standardize lab ordering workflows and documentation.
- Tracking lab-related data in Google Sheets when needed.
5. System Organization & SOP Development
- Creating and refining SOPs for recurring tasks.
- Helping organize workflows across CRM and EMR systems.
- Identifying any gaps or inefficiencies.
6. Basic Admin + Light Social Support
- Organizing data in Google Sheets.
- Scheduling content and monitoring messages/comments if needed.
Requirements
- Experience with GoHighLevel (CRM)
- Experience with EMR systems – Healthcare or wellness industry experience strongly preferred
- Strong English communication skills
- Highly responsive and detail-oriented
- Ability to take initiative and work independently
- Must be proactive—not waiting to be told every step
- Must be comfortable communicating with mental health and wellness patients.
- Must maintain strict confidentiality (HIPAA awareness preferred)
Work Hours:
10–20 hours per week to start. Must have availability during Eastern Standard Time hours (9 AM – 5 PM).
We are a US-based health and wellness clinic seeking a highly organized, detail-oriented Virtual Assistant to support administrative operations, client communication, and system management.
This role requires hands-on experience with both EMR systems and GoHighLevel (CRM). You will play a key role in managing patient flow, lead conversion, and backend systems. Preference will be given to candidates closer to Eastern Standard Time for better alignment.
Key Responsibilities:
1. GoHighLevel (CRM) Management – Top Priority
- Managing and responding to incoming leads in real time.
- Following up with leads and guiding them toward booking.
- Organizing pipelines, tags, and workflows.
- Ensuring no lead or message is missed.
2. Client Communication & Scheduling
- Responding to inquiries professionally and promptly.
- Assisting with booking consultations, confirmations, and rescheduling.
- Re-engaging past clients and following up on inactive leads.
3. EMR Support (PatientNow Essentials)
- Maintaining accurate patient records.
- Verifying memberships, payments, and billing details.
- Assisting with intake and documentation workflows.
4. Lab & Data Management
- Creating and maintaining lab order pick lists/panels based on provided protocols.
- Organizing lab data and ensuring accuracy in selections.
- Helping standardize lab ordering workflows and documentation.
- Tracking lab-related data in Google Sheets when needed.
5. System Organization & SOP Development
- Creating and refining SOPs for recurring tasks.
- Helping organize workflows across CRM and EMR systems.
- Identifying any gaps or inefficiencies.
6. Basic Admin + Light Social Support
- Organizing data in Google Sheets.
- Scheduling content and monitoring messages/comments if needed.
Requirements
- Experience with GoHighLevel (CRM)
- Experience with EMR systems – Healthcare or wellness industry experience strongly preferred
- Strong English communication skills
- Highly responsive and detail-oriented
- Ability to take initiative and work independently
- Must be proactive—not waiting to be told every step
- Must be comfortable communicating with mental health and wellness patients.
- Must maintain strict confidentiality (HIPAA awareness preferred)
Work Hours:
10–20 hours per week to start. Must have availability during Eastern Standard Time hours (9 AM – 5 PM).