Medical Virtual Assistant (Part-Time, Experienced)

**Virtual Assistant (Part-Time, Experienced) – Virtual ADHD Clinic**

Job Type: Independent Contractor / Part-Time (20 hrs per week)
Location: Remote

About Us
We are a growing Virtual ADHD Clinic based in Canada, dedicated to supporting individuals with ADHD through coaching and occupational therapy. We are looking for an experienced and highly organized Virtual Assistant to join our team and help manage client care and administrative operations.

Job Description
This role goes beyond data entry — you will be in regular communication with both clients and clinicians to keep our virtual clinic running smoothly and ensure an excellent client experience.
The ideal candidate enjoys balancing client-facing responsibilities (emails, onboarding, reminders, scheduling) with collaborative tasks with clinicians (coordinating schedules, assigning clients, sharing updates), while also managing billing and administrative workflows in the background.

Because we are a mental health-focused clinic, this role requires professionalism, warmth, and sensitivity in all interactions.

**Responsibilities**
Communicate daily with clients via email and text (reminders, follow-ups, and inquiries).
Onboard new clients and guide them through the setup process in Jane.
Coordinate and confirm appointments using Jane App and Calendly.
Work closely with clinicians to manage schedules, client assignments, and clinic updates.
Handle billing, payments, and track client packages/renewals.
Maintain clinician schedules, waitlists, and availability.
Keep spreadsheets and records accurate; provide bookkeeping support.
Manage mailing lists and prepare newsletters.
Protect client privacy at all times by following Canadian healthcare privacy laws (ie. PHIPA/PIPEDA).

**Qualifications (Experience Required)**
Minimum 2 years of Virtual Assistant or administrative experience. Medical virtual assistance experience an asset.
Prior work with healthcare clinics, coaching businesses, or client-facing admin strongly preferred.
Excellent written and spoken English.
Strong organizational skills with attention to detail.
Tech-savvy and quick to learn new systems.
Experience with Jane App, Calendly, or similar scheduling tools is an asset.
Familiarity with billing or bookkeeping processes preferred.
Comfortable working in a mental health/ADHD setting with sensitivity and professionalism.

Compensation
Part-time, approx. 20 hrs per week.
$500–$700 USD/month (depending on experience).

Benefits
Flexible, fully remote position.
Opportunity to support meaningful work in the mental health/ADHD field.
Long-term role for the right candidate.

How to Apply
Please send:
-Your resume (PDF, Word format, or a link to your resume).
-A short cover letter highlighting your relevant experience (especially in healthcare, coaching, or client-facing admin).
-A list of the tools/software you’ve used (e.g., Jane, Calendly, CRM, billing, spreadsheets).
-References and a standard background check will be requested prior to finalizing the contract.

**In your subject line or first sentence, please write “I’m an experienced VA” so we know you read the full posting**