We are seeking an experienced, tech-savvy, and highly empathetic Virtual Medical Practice Manager / Assistant to oversee the operational and administrative backend of a growing psychiatric practice. The practice is preparing for a physical office relocation by January 1st, alongside a complete digital migration from Practice Fusion to SimplePractice.
The ideal candidate brings strong operational logic, EHR data-handling proficiency, and a warm, diplomatic communication style capable of handling sensitive mental health scenarios (including anxious patients, child custody nuances, and urgent risk triage).
Key Responsibilities
EHR Transition & Administrative Operations
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SimplePractice Onboarding: Assist with configuring, building out, and maintaining the backend of SimplePractice.
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Data & Medical Records Migration: Coordinate the smooth transfer of client charts and clinical data from Practice Fusion and paper files to SimplePractice without loss of records.
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Tool Consolidation: Help consolidate disconnected systems (Updox fax, Converge payment processing, third-party bookkeeping) into SimplePractice's unified billing and portal ecosystem.
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Transition Logistics: Support administrative workflows related to the January 1st office move—including updating provider credentialing addresses, adjusting phone systems, and syncing website information.
Practice & Calendar Management
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Calendar & Schedule Oversight: Manage overlapping professional and personal calendars, coordinate continuing medical education (CME) travel schedules, and streamline daily appointments.
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Prior Authorizations & Paperwork: Process psychiatric prior authorizations, coordinate prescription refill workflows via EHR, and organize electronic/uploaded document backlogs.
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Communication & Inbox Triage: Manage incoming practice emails and secure messaging, filtering urgent clinical alerts from routine inquiries.
Patient Coordination & Compassionate Care
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Patient Front-Line Communication: Serve as the primary, gentle point of contact for patients and families seeking care.
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Sensitive Scenario Handling: Demonstrate emotional composure and tact when interacting with anxious clients, navigating child custody desk requirements, and managing adolescent behavioral contexts.
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Risk Assessment Support: Quickly identify and escalate urgent patient risk signals or clinical emergencies to Dr. Wakil following established practice protocols.
Candidate Qualifications & Requirements
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Experience: 4 to 10 years of virtual assistant or practice management experience in a medical setting (psychiatry, mental health, or pediatric experience strongly preferred).
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Technical Proficiency:
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Hands-on experience with Electronic Health Record (EHR) systems—SimplePractice experience is strongly preferred.
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Familiarity with Practice Fusion, digital fax systems (Updox), and digital billing platforms.
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Tech-savvy and adaptable to HIPAA-compliant communication platforms (Microsoft Teams, Slack, Google Workspace).
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Compliance & Legal Knowledge: Strict adherence to HIPAA standards, privacy laws, and medical-legal boundary guidelines.
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Language & Tone: Professional English fluency with a warm, gentle, and diplomatic style (Spanish-speaking ability preferred to support local Houston demographics).
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Personality & Capacity: High emotional intelligence, calm demeanor under pressure, strong organizational logic, and a patient-first ethos.