Healthcare Operations Assistant - Integrated Primary Care

Job Title: Healthcare Operations Assistant - Integrated Primary Care

Position Type: Full-Time

Work Hours: 8:00 am - 5:00 pm Pacific Time

Work Days: Monday to Friday

Breaks: 30-minute unpaid lunch break and two 15-minute breaks, one near the start and one near the later part of the shift

Salary: $6-$7 per hour, depending on experience

About the Client & Role

Our client is a well-established, growing integrated healthcare practice that provides comprehensive primary care with a mind, body, and soul approach. Their services include primary care, mental health, aesthetics, regenerative treatments, hormone-related care, and other high-touch patient services.

They are looking for a mature, highly capable, and proactive Healthcare Operations Assistant - Integrated Primary Care to serve as a right-hand support person for the provider and practice. This role is ideal for someone with strong healthcare operations experience, excellent English communication skills, critical thinking, and the ability to manage complex administrative, patient, pharmacy, insurance, and billing workflows with minimal hand-holding.

The right candidate should be highly professional, detail-oriented, accountable, and comfortable working in a fast-paced, high-stakes healthcare environment where patients depend on accurate, timely, and thoughtful support.

Responsibilities

Message Review & Task Management

• Review incoming messages across systems, identify urgent items, and maintain organized task lists.
• Prioritize patient, provider, pharmacy, insurance, billing, and operational tasks independently.
• Ensure assigned tasks are completed accurately and on time without repeated reminders.
• Monitor messages across systems and respond or escalate as appropriate.

Pharmacy Coordination & Patient Communication

• Call pharmacies after patient visits to verify medication readiness before patients inquire.
• Coordinate with pharmacies, patients, medical offices, and insurance companies as needed.
• Support patient communication and appointment scheduling.
• Draft clear, professional patient, pharmacy, and practice-related communications.

Insurance, Billing & Payment Operations

• Handle insurance verification and prior authorization-related tasks.
• Support deductible collection, payment tracking, and revenue-related administrative workflows.
• Coordinate with insurance companies regarding coverage, authorizations, and billing-related concerns.
• Track billing and payment-related tasks to ensure accurate follow-through.

Practice Operations & Growth Support

• Provide administrative and operational support to help the practice run efficiently.
• Identify errors, missing information, workflow gaps, or unresolved tasks before they create larger issues.
• Support practice growth by recognizing appropriate opportunities for high-ticket services, such as aesthetics, regenerative treatments, and hormone-related services, while maintaining a professional and patient-centered approach.

Tools You’ll Use

• Elation Health
• Email, phone, and messaging systems
• Other practice operations tools as needed

Requirements

Experience Requirements

• Healthcare Operations Experience: Required. Candidates must have experience supporting healthcare, medical office operations, patient coordination, insurance workflows, billing tasks, or similar high-accountability healthcare support roles.

• Executive Assistant / Right-Hand Support Experience: Preferred. Candidates with experience directly supporting a provider, clinic owner, executive, or healthcare practice leader are strongly encouraged to apply.

• Message Management & Task Prioritization Experience: Required. Candidates must be able to review incoming messages, create task lists, prioritize competing responsibilities, and follow through without constant direction.

• Pharmacy Coordination Experience: Required. Candidates with experience coordinating with pharmacies, confirming medication readiness, or supporting medication-related patient workflows.

• Insurance Verification & Prior Authorization Experience: Required. Candidates must have experience with insurance verification, prior authorizations, insurance company coordination, and accurate documentation.

• Billing, Payment Tracking & Deductible Collection Experience: Required. Candidates must be comfortable supporting billing operations, payment tracking, deductible collection, and revenue-related administrative tasks.

• EHR / EMR Experience: Required. Candidates must have experience working with healthcare EHR/EMR systems. Experience with Elation Health is preferred.

• Sales Awareness / Revenue Support Experience: Preferred. Candidates should be able to recognize appropriate opportunities to support high-ticket services, patient retention, and practice revenue growth without being overly aggressive or unprofessional.

Communication & Core Qualifications

• Mature, professional, accountable, and able to receive direct feedback.
• Strong critical thinking, problem-solving, and independent judgment.
• Proactive, resourceful, and able to work with minimal hand-holding.
• Highly organized with strong attention to detail and follow-through.
• Able to handle pressure, competing priorities, and high-stakes healthcare tasks.
• Confident and professional when communicating with patients, pharmacies, insurance companies, and medical offices.
• Strong work ethic with honesty, integrity, accountability, and ownership.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.