Psychology Practice Support Virtual Assistant

Overview

We are looking for a detail-oriented and tech-savvy Virtual Assistant to support our growing medical practice. We have a steady flow of referrals and a large team, backed by solid processes and systems. However, to manage our administrative workload more efficiently and sustainably, we are seeking a reliable VA to help streamline operations and improve service delivery.

• Compensation: 900 AUD/month (paid bimonthly)
• Schedule: Wednesday to Saturday, 9am-5pm Melbourne Time
• Location: Remote

Key Responsibilities:

• Client & Clinician Support: Provide timely and effective assistance by addressing support tickets and resolving queries that clients or clinicians are unable to handle independently.
• Referral Management: Accurately enter and validate referral details, ensuring full compliance with relevant processes and regulations.
• Data Entry: Efficiently transfer client intake information from Google Forms to Halaxy, maintaining high levels of accuracy and attention to detail.
• Discharge Summaries: Ensure the prompt and accurate copying and pasting of discharge emails into Halaxy, maintaining up-to-date records.
• Client Communication: Manage client registration form distribution, including follow-up communications as needed, while upholding client confidentiality and data security.
• Appointment Scheduling: Proactively fill gaps in clinician calendars with waitlist appointments, ensuring optimal clinic capacity and efficiency at all times.

Qualifications

• Proven ability to learn quickly and solve problems with utmost resourcefulness
• Can work seamlessly both independently and with a team. mENTAK
• Strong technology skills and confidence navigating new platforms.
• Excellent written and verbal communication skills with an emphasis on empathetic and supportive dialogue
• Solid customer service experience, preferably in a healthcare or mental health setting.
• Familiarity with Halaxy or other practice management systems is a plus.
• Interest in the mental health space and/or women’s health is a bonus
• Strong attention to detail and ability to manage time effectively.

The Candidate Must Be Proficient In The Following Tools

• Halaxy, Acuity, Retool, Gmail, GoFax, MyDocs, ZohoDesk, Tacklit