Virtual Office Manager / Healthcare Administrative Assistant

Location: Remote 
Schedule: Full-Time, aligned with U.S. business hours
Industry: Mental Health & Telehealth


Position Overview

The Virtual Office Manager / Healthcare Administrative Assistant will support the daily administrative and operational needs of the practice while serving as a professional and welcoming point of contact for patients.

The successful candidate will be comfortable communicating with American patients by phone, managing appointments and calendars, maintaining accurate records, and handling administrative responsibilities with minimal supervision.

Over time, this individual should develop into a trusted remote office manager who can keep the practice organized and running smoothly without requiring constant direction.

Key Responsibilities

Patient & Phone Support

• Answer incoming phone calls professionally and courteously.
• Communicate with patients by phone and other appropriate communication channels.
• Follow up with patients regarding appointments and administrative matters.
• Provide a warm, professional, and reassuring patient experience.
• Handle patient questions and direct issues to the appropriate team member when necessary.

Scheduling & Calendar Management

• Schedule and coordinate patient appointments.
• Manage provider calendars and appointment availability.
• Resolve scheduling conflicts and make appropriate adjustments.
• Confirm appointments and perform necessary follow-ups.
• Maintain accurate scheduling information within the practice management system.

Healthcare Administration

• Update and maintain patient and administrative information in SimplePractice.
• Provide day-to-day administrative and back-office support.
• Maintain accurate records and documentation.
• Assist with general healthcare office administration.
• Support practice operations and ensure administrative tasks are completed accurately and on time.

Office Management & Operations

• Support the practice owners with daily operational needs.
• Help keep administrative workflows organized and efficient.
• Identify issues and take initiative to resolve routine operational problems.
• Manage recurring administrative tasks independently.
• Gradually take ownership of additional office-management responsibilities as the practice grows.

Required Qualifications

1. Excellent Spoken English & Phone Communication

This is the most important requirement for the position.

The candidate must have:

• Excellent spoken English.
• A clear, easy-to-understand accent.
• Strong verbal and phone communication skills.
• A professional and confident presence when speaking with American patients.
• A warm, friendly, and patient communication style.
• The ability to communicate clearly and professionally in potentially sensitive patient interactions.

All candidates must complete a voice screening before being presented to the client.

2. Reliable Internet & Equipment

The candidate must have:

• Strong and stable internet connectivity.
• Reliable computer and equipment.
• A quiet and professional home-office environment.
• The ability to consistently handle phone and video calls.
• Ideally, a backup internet connection or mobile hotspot.

3. Healthcare / Administrative Experience

Candidates with experience in the following areas are strongly preferred:

• Healthcare or medical office administration.
• Mental health or behavioral health practices.
• Medical receptionist or patient coordinator roles.
• Patient scheduling and appointment coordination.
• U.S.-based healthcare companies.
• Office management or practice administration.
• Remote administrative support for U.S. businesses.
• Phone-based customer service.

Preferred Experience

The ideal candidate will have one or more of the following:

• Experience working in a mental health practice.
• Experience using SimplePractice.
• Experience supporting U.S.-based healthcare providers.
• Experience communicating directly with U.S. patients.
• Medical receptionist or healthcare administrative experience.
• Practice management or office management experience.
• Strong customer service and phone-based communication experience.

Experience working remotely for an American medical or mental health practice is a strong advantage.

Bonus Skills

The following skills are a plus but should not take priority over communication, internet reliability, or healthcare experience:

• Meta/Facebook Ads
• Google Ads
• Digital marketing
• Social media management
• Lead follow-up
• General marketing administration

Healthcare experience and SimplePractice knowledge are highly preferred and should be used as additional ranking factors.