VA for Allied Health Service

PLEASE READ ADD FULLY BEFORE APPLYING (Updated Thursday 9/10/25)

Remote VA / Receptionist (Full-time, 40 hrs/week)
- We’re a busy podiatry practice looking for a reliable remote VA / receptionist to join our team full-time (40 hrs/week).
- Choose any 8-hour shift that reliably overlaps Melbourne business hours — we prefer 9am-5pm or 10:00–18:00 PHT (that’s 12:00–20:00 Australian Time, during Melbourne daylight saving it’s 13:00–21:00 Australian Time). Hubstaff time tracking is required.

What you’ll do (summary)
- Manage email inboxes and reply to Patients/ Referrers/ Case Managers
- Book, confirm and cancel appointments; manage calendars
- Plan home-visit routes on Google Maps and assist with logistics
- Upload scanned files to patient software and cloud storage
- Issue invoices, follow up payments and monitor Medicare sessions
- Order stock (shoes), process refunds and supplier invoices
- Help with marketing tasks (emails, simple ads, social posts)
- Routine admin: data entry, CRM updates, simple bookkeeping tasks
- Weekly/fortnightly/monthly reconciliations and basic reports

Schedule & pay
- 40 hours/week (any 8-hour shift that overlaps Melbourne hours)
- Paid weekly or fortnightly; paid training 1–3 weeks (paid)
- Performance-based bonuses and raises available

Must-haves
- Fluent in spoken, written and read English
- Able to work 40 hours/week (ideally not studying or employed elsewhere)
- Very responsive (Within 1 hour)
- Able to start immediately or within one week
- Reliable, punctual and able to deliver tasks on time
- Good computer skills and comfortable with routine tasks
- Comfortable doing repetitive/admin tasks daily
- Social-media familiarity (Facebook, Instagram)
- Comfortable with WhatsApp/Zoom for an interview/meet-and-greet

Preferred (nice-to-have)
- Arabic or Spanish speaker (for some clients)
- Experience with Xero or basic bookkeeping
- Experience in a similar VA/reception role
- Canva and ChatGPT experience
- Fast typing and quick learner
- History of long-term employment (we want someone to stay long Term 1+ years - Forever)
- Able to suggest workflow or business improvements

* Weekly

Monday:
- Plan home-visit routes for Tuesday & Wednesday.
- Complete appointment confirmations (30 min–1 hour).
- Order client stock and process refunds.

Wednesday:
- Reconciliation
- Bill approximately 21 patients treated at the Broadmeadows location (?40 min).
- 30-minute Zoom / WhatsApp catch-up meeting with Practice Manager
- Email management: reply to emails, unsubscribe where appropriate (weekly clutter cleanse), and move messages into subfolders.
- Post items for sale online.
- Search online for items needed.

* Fortnightly
- Check fortnightly payer statements and payments (e.g., clinics).
- Calculate commission splits for employees (e.g., up to 50% commission).
- Create payroll invoices for employees.
- Bookkeeping tasks.
- Send invoices.

* Monthly / End of month
- Pay supplier invoices.
- Prepare routine reports and reconcile statements.
- File, process and handle refunds.
- Marketing
- Create marketing ads (social media setup & management to follow later).
- Send business marketing emails to customers and referrers.
- Create and complete letters (backlog from past 3 years + ongoing).

Job tasks
- Maintain accurate client records.
- Document standard operating procedures (SOPs).
- Contact professionals to request quotes for services or supplies.

How to apply
- Send your preferred shift time & Days (e.g. Mon-Fri 9am-5pm), hourly rate, start date availability, and note if you speak Arabic or Spanish to apply.