Healthcare Admin Assistant

Job Title: Part-Time Virtual Healthcare Administrative Assistant

Company: Kaizo Health
Position Type: Part-Time (Remote)
Hours: Approximately 15–20 hours per week
Department: Administrative Support / Operations

Position Overview

Kaizo Health is seeking a highly organized and detail-oriented Virtual Healthcare Administrative Assistant to support our clinics with reporting, data entry, scheduling workflows, and general administrative tasks. This role requires strong Excel skills, accurate data entry, fluent English communication, and reliability in completing daily and weekly tasks with consistency.

Primary Responsibilities
Reporting & Data Management

Run and review daily reports:

No future/kept visits

New patient no show/cancel

NP scheduling audits

Complete weekly or monthly reports:

No future, no show, late cancellation

Prepare and update Excel-based reports

Complete authorization reports

Submit Bloom Growth weekly statistics

Administrative Duties

Request medical records from outside providers; follow up and upload into charts and ShareFile

Fax narratives, medical records, and A&As; verify receipt

Review and distribute incoming faxes daily

Conduct outbound calls and texts for:

Daily no-shows

Weekly/monthly “no futures”

Weekly patient balances

Tag no shows, cancels, and in-process patients in Embodi

Complete DEMOS daily, including reviewing patient paperwork and updating patient accounts

Make new patient confirmation calls for next-day appointments

Update ShareFile and send discharge emails to attorneys weekly

Answer incoming calls and assist with rescheduling or cancellations (as needed)

GBN Responsibilities (Separate Workflow)

Complete confirmation calls

Perform follow-up outreach to patients who attended the first visit but did not begin care

Monitor and track responses

Potential Future Responsibilities (Phase 2)

Call car insurance companies to verify PIP claim status and available funds

Additional balance outreach calls/texts

Enter expected patient responsibility into notes for next-day visits

Required Qualifications

Strong data entry skills with high accuracy

Proficiency in Microsoft Excel (sorting, filtering, basic formulas, data updates)

Fluent English (written and verbal)

Professional email communication skills

Experience in healthcare administration, medical office support, or virtual assistant roles preferred

Ability to work independently and follow structured workflows

Strong organizational skills and attention to detail

Reliable internet connection and technology

Ideal Candidate Profile

Highly detail-oriented and consistent with daily tasks

Proactive, dependable, and able to manage recurring responsibilities

Strong communicator able to maintain a professional tone in calls, emails, and texts

Comfortable with structured, process-driven administrative work