Patient Experience & Administrative Assistant

We are hiring a Patient Experience & Administrative Assistant for 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:

• 3+ Years of previous experience in healthcare administration, patient coordination, medical office administration, or a similar patient-facing role.

• 3+ 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 R14 0000 - R18 0000 USD 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.