Remote Medical Receptionist

We are hiring a Remote Medical Receptionist to support a cash-based pediatric medical practice and wellness company. This role is fully remote, flexible, and ideal for a proactive, organized, and resourceful individual who thrives in a fast-moving environment and loves building systems from scratch.

You’ll work directly with the founder, helping offload administrative tasks and implement efficient workflows as they grow their in-person and online wellness offerings, including health coaching, webinars, and new curriculum-based programs.

Key Responsibilities:

Administrative Support

• Respond to patient voicemails and messages via a secure patient portal

• Enter clinical notes into the EHR system using AI transcription (Heidi AI)

• Draft and send patient letters and care-related communications

• Schedule appointments and manage calendar follow-ups

• Track tasks and patient-related action items

• Assist in building digital forms and reusable templates

Operations Support

• Help develop and document SOPs for recurring workflows

• Assist in onboarding workflows for new wellness programs

• Coordinate and track webinar sessions and coaching engagements

Customer Service

• Follow up with patients to ensure they meet with health coaches and complete required forms

• Maintain friendly, professional client-facing communication at all times

Future Opportunities (as business grows)

• Support basic marketing and branding tasks

• Assist with webinar reminders, email sequences, and light content coordination
  

Required Qualifications:

• 1–2 years of experience in an administrative, executive assistant, or virtual assistant role

• Strong verbal and written communication skills

• Demonstrated ability to work independently, take initiative, and manage time effectively

• Tech-savvy and comfortable with building basic systems and forms

• Comfortable working in a high-trust solo-practitioner environment

Preferred Qualifications:

• Previous experience supporting healthcare or wellness professionals

• Familiarity with HIPAA compliance or willingness to become certified

• Experience with EHR systems or AI-based transcription tools

• Prior experience helping launch programs or building operations from scratch

Required Tools & Skills:

• Google Workspace (Docs, Calendar, Sheets, Gmail)

• Project/task management tools (ClickUp, Asana, Trello, or similar)

• HIPAA-compliant communication tools

• Webinar platforms and calendar tools (e.g., Zoom, GoDaddy scheduler)

• Heidi AI (or similar AI-based medical transcription tools)
  

Schedule & Pay:

• Part-Time: ~20 hours/week

• Time zone: U.S. Central or Eastern preferred; async-friendly with next-day task turnaround

• Pay: R7 000 – R8 000 per month

• Annual raises, bonuses, and paid holidays/PTO included
  

System Requirements:

• Internet speed of at least 20 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

• Consistent hours and pay 

• Enjoy the flexibility of working remotely, from home or any location of your choice

• Eliminating commute time

• Consistent work with the same clients, fostering long-term professional relationships

This is a unique opportunity to support a deeply impactful pediatric and wellness practice. You’ll play a vital role in shaping internal systems, enhancing patient care, and launching innovative programs alongside a visionary founder. If you want to grow with a meaningful mission and take ownership of your work in a flexible, trusted environment—this role is for you.