Job Overview
The Healthcare Virtual Administrative Assistant serves as the frontline support of the practice — protecting clinician time, delivering an exceptional patient experience, and keeping operations “CQC-ready” through reliable administration, documentation, follow-ups, and organized systems. This role requires strong healthcare administrative experience, excellent communication skills, and the ability to handle sensitive medical information with discretion and professionalism.Private healthcare practice (specific details not provided).

Schedule
4 hours/day, Monday–Friday, 09:00–13:00 UK timeFlexible to full-time (8 hours/day) if needed

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
  
  

Responsibilities

1) Patient Communications & Scheduling

• Answer inbound messages promptly (email, WhatsApp, phone)
• Book and reschedule appointments and coordinate clinician diaries
• Send preparation instructions, confirmations, and follow-ups
• Escalate clinical issues safely and promptly within scope

2) Care Coordination & Referrals

• Arrange tests, imaging, and specialist appointments
• Track referrals end-to-end and follow up on missing reports
• Maintain an accurate and organized referral tracker

3) Administration, Documentation & “CQC-ready” Operations

• Maintain logs and trackers: audits, incidents, complaints, feedback, SOPs, and training records
• Keep patient records organized within EMR or agreed system
• Maintain and update standard templates (messages, letters, instructions, invoices)

4) Invoicing & Payments Support

• Send invoices and track outstanding balances
• Follow up on payments professionally and politely
• Maintain a simple dashboard of paid/unpaid accounts and monthly totals

5) Light Marketing & Relationship Management

• Provide basic social media support (schedule posts, simple updates)
• Liaise professionally with partner clinics and service providers

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Requirements (Non-Negotiable)

• Exceptional spoken and written English
• Proven healthcare administration experience (private clinic, GP, specialist, dental, allied health, etc.) — mandatory
• Strong understanding of confidentiality and sensitive medical data handling
• Patient-first communication style: warm, calm, high emotional intelligence, solutions-focused, and discreet
• Strong writing ability (patient messages, referral requests, summaries, SOP-style notes)
• Strong systems competence and ability to quickly learn new software
• Reliable, punctual, responsive, and consistent with strong follow-through

Qualifications (Highly Desirable)

• Experience with EMR systems (Semble preferred)
• Experience with task management tools such as Notion, Asana, Trello, or Monday
• Experience in private practice or concierge medicine
• Experience with invoicing, payment follow-ups, and basic bookkeeping

Tools You’ll Use

• EMR: Semble (or willingness to learn quickly)
• Task Management: Notion (or alternative platform)
• Email & Calendar: Google Workspace / Outlook
• Messaging: WhatsApp Business
• Documents: Google Docs / Microsoft Office
• Design: Canva (basic usage)

Working Style & Standards

• Proactive in identifying gaps and suggesting improvements
• Maintain clean trackers, clear notes, and consistent documentation standards
• Protect patient experience: fast, warm, discreet, and accurate communication
• Protect clinician time: minimize unnecessary back-and-forth and present solutions

Side Note

This is a permanent work-from-home role under an Independent Contractor arrangement. Candidates must have their own computer and reliable internet connection and are responsible for their own taxes and benefits. Professional hourly fees are established based on your performance in the application process.

Reminder

Please follow the provided link to BruntWork’s Career Site to complete your initial application requirements, including the assessment questions, technical check, and voice recording. Submissions with all requirements fulfilled will receive priority review.