Virtual Assistant for Holistic Medical Practice (Medical Experience Required) )

Virtual Assistant – Eudaimonia Sacred Health
Functional Nutrition & Preventative Medicine Practice
About Us & Practice Overview
Eudaimonia Sacred Health is a holistic functional nutrition and preventative medicine clinic. We provide individualized care through nutrition, lifestyle counseling, and functional medicine approaches. We provide compassionate, patient-centered care and need a dependable, highly organized and detailed-oriented Virtual Assistant (VA) to be the first point of contact for our patients, to keep our operations running smoothly and to support our naturopathic doctor/nutritionist with administrative, clinical, and client-care tasks.

Schedule & Communication
Position Details
Type: Remote, independent contractor (1099)
Schedule: Primarily weekdays; occasional evening or weekend check-ins
Hours: Monday–Friday, 8:00 AM – 5:00 PM CST for immediate responses. Hours may shift or extend outside these times depending on task demands. (~35+ hours per week)
Real-time Communication: Must stay reliably available and able to communicate with Dr. Betance during business work hours via Char ---------- ssenger (primary), email, phone, and ---------- / google drive/ excel for project management tasks.
Compensation: Competitive monthly rate (commensurate with experience). This is a contractor/virtual position.
Preference: We are seeking a VA who will be dedicated exclusively to supporting Eudaimonia Sacred Health, rather than splitting time with multiple clients.

Core Services & Key Responsibilities:
Experience with Charm EHR (Electronic Health Record) or previous VA experience in medical clinic/ setting is REQUIRED.

Core Services:
Scheduling & Rescheduling – Manage all patient appointments & inquiries in Charm EHR and via email/phone to schedule & confirm bookings, handle cancellations, and send reminders.
Patient Paperwork Support – Ensure patients receive and complete intake, HIPAA, and consent forms on time and in advance to patient appointments.
Payment Handling & Billing – Send invoices, charge credit cards through Bluefin, process refunds, and follow up on missed or failed payments. Eventually assist with insurance/FSA/HSA claims when needed.

Email & Call Management – Answer and return calls/emails with professional English communication, giving patients an excellent first impression.
Lab Coordination – Order lab tests, upload/track results, communicate with lab and supplement companies (Fullscript, Rupa) for troubleshooting or refills./ Coordinate lab orders and follow up on results.
Expense & Record Keeping – Log expenses and coordinate with our CPA spreadsheets when needed.
VoIP Setup & Support – Help set up and manage virtual phone systems such as RingCentral and Google Voice, and troubleshoot as required.

Key Responsibilities:
Client Coordination & Communication
Manage patient inquiries via email/phone/Charm EHR messaging
Schedule and confirm appointments, send reminders
Coordinate lab orders and follow up on results
Charm EHR Management
Enter and update patient demographics and medical records
Upload and organize lab results, maintain HIPAA compliance
Create and maintain treatment plan templates
Administrative & Billing Support
Process payments, manage invoices, track outstanding balances
Prepare superbills, assist with insurance documentation as needed
Maintain spreadsheets for expenses, income, and memberships
Marketing & Content Support
Update practice website and social media with new services or announcements
Create simple graphics or newsletters in Canva (preferred)
Assist with email campaigns and client education materials
Operational Tasks
Maintain digital filing systems (Google Drive, Dropbox)
Track supplement inventory and order supplies
Support creation of patient intake forms and follow-up protocols

Systems & Tools We Use
Charm EHR (patient records, scheduling, messaging)
Google Workspace (Drive, Sheets, Gmail)
Excel, Zoom, Calendly, ---------- (project management)
Bluefin (credit card processing)
VoIP (Voice over Internet Protocol)

Qualifications
Required:
Exclusivity to dedicating work to Eudaimonia Sacred Health: for this role we are seeking someone who can commit fully to working with our practice.
Strong English literacy and excellent written & spoken communication skills.
Previous experience with administrative tasks, scheduling, and billing for a medical provider.
Proven reliability and ability to multitask, prioritize, and troubleshoot quickly.

Ideal:
Hands-on Charm EHR experience- main patient record, scheduling and communication system to be used
Background in a medical setting (e.g., medical assistant, pharmacist, physician assistant) and familiarity with medical terminology. (Ideal if experience is with holistic wellness practice)
Experience integrating multi-service packages (e.g., tracking wellness-center services with provider visits).
Comfortable setting up and managing VoIP phone systems.

Personal Qualities
Works quickly and honestly with minimal supervision.
Maintains patient confidentiality and HIPAA compliance.
Proactive and resourceful when solving problems, handling new tasks or troubleshooting.

Ideal Candidate
Experienced using Charm EHR as this will be our main patient record, scheduling and communication system
Spiritual & Faith Based: Our practice is rooted in whole-person care, blending health, spirituality & faith. We welcome candidates who feel aligned with this vision
Warm, professional communicator who embodies holistic wellness values
Self-motivated and able to work independently
Detail-oriented and tech-savvy
Passionate about supporting natural health, nutrition, and preventative medicine

How to Apply
If this sounds like you, reply to this job post with:
1. Your favorite memory or greatest lesson
2. Your favorite dish or place to travel
3. A reflection on how spirituality, mindfulness, or faith shows up in your life

-Also include your résumé and a brief note highlighting your relevant experience.
-Please confirm in your application whether you are currently working with other clients. Preference will be given to candidates who can dedicate themselves exclusively to this role

This role is ideal for an experienced VA who can serve as the friendly, professional first impression of Eudaimonia Sacred Health while keeping our back-end operations seamless.