Executive Assistant – Part-time
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Job Description
Part-time virtual assistant supporting a private child therapy practice. Managing scheduling, family email communication, client intake, EHR documentation, and HIPAA-compliant records.
Responsibilities:
- Manage appointment scheduling for new and existing clients, keeping the calendar accurate and up to date
- Send appointment confirmations and reminders to parents via email
- Monitor schedules for gaps, conflicts, and appointments requiring follow-up
- Coordinate rescheduling requests and inform the practice owner of changes
- Manage new client intake from initial inquiry through completed onboarding paperwork
- Send intake forms, consents, and required documentation and track completion
- Follow up with families who have incomplete intake materials
- Verify intake documentation is complete and filed in the EHR before first appointments
- Monitor EHR client files for complete, current, and organized documentation
- Flag missing, incomplete, or expiring documents before compliance issues arise
- Maintain organized, audit-ready records across active client files
- Complete administrative documentation tasks in the EHR as directed
- Review the week ahead and identify preparation, follow-up, or confirmation needs
- Report pending, attention-needed, and completed items to the practice owner proactively
- Build and maintain tracking systems for intake status, outstanding paperwork, and scheduling follow-ups
- Flag issues early so the practice owner can focus on client care
- Handle all family-facing communication exclusively via email
- Respond promptly and empathetically to parent inquiries
- Write routine scheduling, document-request, intake, and follow-up communications
- Maintain a calm, organized, and reassuring communication tone
Requirements:
- Highly organized and genuinely proactive in administrative work
- Strong written communication skills with clear, warm, professional, and empathetic emails
- Comfortable managing administrative tasks in a healthcare or therapy setting
- Experience with intake coordination and documentation tracking
- Discreet and professional handling sensitive client and family information
- HIPAA compliance is required
- Comfortable learning a new EHR system; full training provided
- Reliable and available for consistent part-time hours each week
- Self-directed in a remote environment without daily check-ins
- Prior administrative support experience in a therapy practice, healthcare provider, or mental health clinic preferred
- Familiarity with EHR or practice management platforms preferred
- Experience managing new patient or client intake workflows preferred
- Background communicating with families navigating healthcare, therapy, or child development services preferred
- Part-time availability of 5 to 20 hours per week depending on client volume and workload
- 100% remote work
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