Practice Operations & Growth Coordinator (Virtual Assistant)

Practice Operations & Growth Coordinator (Virtual Assistant)

Nurtured Balance Wellness, PLLC** is a growing psychiatric telehealth practice seeking a reliable, organized, and proactive Virtual Assistant to become an important part of our team.

We are looking for someone who enjoys helping a small business grow, improving systems, solving problems, and taking initiative. This is not simply an administrative position—we are looking for someone who wants to become a trusted member of our practice and grow with us over time.

Position Details

* Remote position
* 8 hours per week to start
* Flexible schedule
* Opportunity for increased hours as the practice grows
* Starting pay: **$7.00/hour**
* 90-day performance review with opportunity for raises and additional hours
* Performance bonuses may be awarded for exceptional work, reliability, and contributions to practice growth

Primary Responsibilities

Practice Growth & Referral Marketing

* Research therapists, psychologists, psychiatrists, OB/GYNs, primary care providers, midwives, pediatricians, and community organizations
* Build and maintain referral databases
* Locate phone numbers, fax numbers, email addresses, and websites
* Send professional outreach emails using approved templates
* Track referral relationships and outreach efforts
* Research networking and marketing opportunities
* Help identify new ways to grow the practice

Insurance Credentialing Support

* Organize credentialing documents
* Track insurance applications and follow-up dates
* Follow up with insurance companies regarding application status
* Maintain credentialing spreadsheets
* Track provider license, DEA, malpractice, and CAQH renewal dates
* Assist with administrative portions of credentialing applications for provider review

Website & Online Presence

* Update and maintain our **Squarespace** website
* Update insurance lists and provider information
* Proofread website content
* Assist with Google Business Profile updates
* Identify website improvements and broken links

Administrative Support

* Organize Google Drive files
* Maintain spreadsheets
* Calendar reminders
* Email organization
* Internet research
* Data entry
* Organize business documents and workflows

Special Projects

Assist with various business development and operational projects as the practice grows.

Qualifications

* Excellent written and spoken English
* Strong attention to detail
* Highly organized
* Able to work independently
* Excellent problem-solving skills
* Reliable internet connection
* Comfortable using Google Workspace (Docs, Sheets, Gmail)
* Experience with Microsoft Office

Preferred Qualifications

* Experience supporting a healthcare or medical practice
* Experience with **Squarespace** (required preference)
* Familiarity with healthcare credentialing
* Experience with SimplePractice, Headway, or similar healthcare software is a plus
* Experience communicating professionally with referral sources
* Experience supporting small businesses

What We Are Looking For

The ideal candidate is someone who:

* Takes initiative without being asked
* Enjoys finding solutions to problems
* Is dependable and trustworthy
* Learns quickly
* Communicates professionally
* Wants to build a long-term working relationship

Confidentiality

The selected candidate will be required to sign a confidentiality agreement. HIPAA training will be required before handling any patient-related administrative information.

Growth Opportunities

As our practice grows, this role has the potential to grow into a larger operations position with increased hours, additional responsibilities, higher pay, and performance bonuses.

To Apply

Please submit:

1. Resume
2. Brief introduction about yourself
3. Your time zone
4. Your internet speed
5. A short description of your experience supporting healthcare providers or small businesses
6. Tell us about a time you improved a process or solved a problem without being asked.
7. Describe your experience using **Squarespace** and provide examples of websites you have updated, if available.

Applications that do not answer all questions will not be considered.