Virtual Assistant - Therapy Scheduling and Bookkeeping

We are looking for a Virtual Assistant for Therapy Scheduling and Bookkeeping who will provide administrative and financial support to a therapy practice. This role involves managing client scheduling, handling billing and payments, and ensuring seamless communication between clients and therapists. The ideal candidate is organized, detail-oriented, and adept at using digital tools to manage tasks remotely.

Key Responsibilities:

1. Scheduling and Client Coordination
• Manage and maintain therapists' calendars to ensure efficient scheduling of appointments.
• Confirm, reschedule, or cancel appointments as requested by clients or therapists.
• Send reminders to clients for upcoming sessions.
2. Bookkeeping and Financial Management
• Process invoices for therapy sessions and track payments.
• Manage accounts receivable, ensuring timely follow-up on unpaid invoices.
• Reconcile financial transactions and prepare basic financial reports.
• Assist with processing insurance claims, if applicable.
3. Communication Support
• Respond to client inquiries via email, phone, or messaging platforms in a professional and timely manner.
• Serve as the first point of contact for new client intake and onboarding.
• Maintain confidentiality and handle sensitive client information with care, adhering to HIPAA regulations.
4. Administrative Support
• Maintain accurate records of client details, sessions, and payments in the practice’s management software.
• Generate reports on scheduling, payments, and other metrics as needed.
• Assist with special projects, such as updating policies or preparing marketing materials, as required.
5. Technology and Tools
• Use practice management software (e.g., SimplePractice, TherapyNotes) for scheduling and record-keeping.
• Utilize bookkeeping software (e.g., QuickBooks, Xero) for financial management.
• Employ communication tools like Zoom, Microsoft Teams, or Slack for remote collaboration.

• Proven experience as a virtual assistant, scheduler, or bookkeeper (preferably in a healthcare or therapy setting).
• Proficiency in scheduling and bookkeeping software.
• Strong knowledge of Excel, Google Workspace, and other productivity tools.
• Good basic computer skills, typing and data entry
• Excellent written and verbal communication skills and phone skills
• Transcribe experience is a plus
• Quickbooks online experience

Purely work-from-home

Night Shift (EST)

Weekly pay