Medical Administrative Assistant

4 days ago

Cagayan de Oro, Northern Mindanao, Philippines Outsource Access Full time

This is a remote position.

Position Summary

The General Admin Support VA will provide essential operational assistance to the clinic by managing incoming orders, logging and updating patient records within the EMR, sending customer-facing text message updates, and performing various administrative tasks. This role requires strong attention to detail, critical thinking, and the ability to work independently after training, while maintaining consistent communication using established clinic procedures.

Key Responsibilities

Order & Invoice Management

  • Review incoming orders from the website/Gmail.

  • Log orders accurately into the clinic's Electronic Medical Records (EMR) system.

  • Track invoices and ensure correct documentation of purchased medications or services.

Patient File & EMR Updating

  • Maintain accurate, up-to-date patient records.

  • Ensure every medication purchase is recorded properly in compliance with clinic policies.

Customer Communication (Text-Based Only)

  • Use OpenPhone and clinic scripts/manuals to send message updates (e.g., confirmation of orders, next steps, reminders).

  • Reply to customer questions via text using pre-approved language and ChatGPT-trained templates.

  • Monitor incomplete appointment steps and proactively remind clients of pending requirements.

Administrative Support

  • Reference clinic policies & procedures to carry out tasks without constant supervision.

  • Assist with various administrative, documentation, and process-related tasks.

  • Use Slack for internal communication.

System Navigation & Documentation

  • Utilize Google Workspace (Gmail, Google Docs).

  • Access clinic's AI-based policy and procedure manual as needed.

  • Use ChatGPT-based internal tools to standardize responses and ensure brand voice consistency.

Requirements
Qualifications & Skills

Experienced with invoicing

Familiarity with EMR systems or CRM-like platforms (healthcare EMR experience preferred but not required).

Strong written communication skills (text-based customer support).

Excellent attention to detail and accuracy in logging records and invoices.

Proactive problem solver with strong critical thinking—must be able to learn processes and apply them independently.

Ability to follow SOPs and use reference materials (manuals, AI tools, guides).

Able to work MST hours consistently.

Benefits
Benefits

Employee Benefits

  • Health and Wellness: Comprehensive HMO coverage for you and your dependents.

  • Security and Peace of Mind: Group Life Insurance Benefit to safeguard your future.

  • Financial Flexibility: Virtual Credit Card for added convenience and purchasing power.

  • Work-Life Balance: Generous Paid Leaves to recharge and prioritize personal time.

  • Government Benefits: Full support for required government benefits.

Supplemental Pay Types

  • 13th Month Salary: A festive bonus to celebrate the year's hard work.

  • Overtime Pay: Compensation for your extra effort and time.

  • Night Differential: Additional pay for working late hours or shifts.

  • Incentives: Performance-based incentives to reward your contributions and achievements.

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