Job Title: Virtual Primary Care Administrative Assistant
About Us:
First Stop Health provides care that people love® with our convenient, high-quality and confidential virtual care solutions – Telemedicine, Virtual Mental Health and Virtual Primary Care. We help our patients save time and money through compassionate care that’s available 24/7 via app, website or phone.
First Stop Health offers a comprehensive benefits package that includes various health and medical coverage options, dental and vision coverage, disability and life coverage, making healthcare easily accessible. For those that choose to waive medical coverage a monthly medical waiver allowance will be provided.
First Stop Health offers a remote-first work environment and flexible paid time off, including Summer Fridays. Furthermore, the employer match 401k plan and monthly phone stipend demonstrate the company's commitment to employee financial well-being. The FSH membership benefit is another added perk for employees and provides Virtual Urgent Care, Virtual Mental Health, and Virtual Primary Care from their very first day!
Job Description:
First Stop Health is seeking an experienced, innovative and detail-oriented Virtual Primary Care Administrative Assistant. The Administrative Secretary will support the day-to-day administrative operations of the department. This role involves managing a variety of tasks such as handling patient intake, scheduling, processing documents, managing patient communications, and more, any additional tasks will be assigned by the Practice Manager. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple tasks in a fast-paced virtual healthcare environment.
Responsibilities:
- Patient Intake and Scheduling:
- Manage patient intake process including verifying patient information and updating records
- Schedule virtual appointments and follow-up visits with providers, ensuring efficient patient flow
- Coordinate patient cancellations, reschedules, and confirm appointments as necessary
- Building provider templates for scheduling
- Fax and Document Management:
- Receive, process, and manage faxes, including those for patient intake, medical records, and other documents
- Ensure proper handling and organization of patient forms and files
- Forms & Docusign:
- Prepare and manage patient forms (e.g., consent forms, medical record requests) and send them via DocuSign or other digital platforms for completion
- Track the status of forms and follow up with patients to ensure timely submission
- Message Management:
- Manage patient messages through secure in-app messaging systems, ensuring timely and professional responses
- Relay important information to the appropriate healthcare provider and coordinate follow-up when necessary
- Medical Records:
- Assist with the management of patient medical records, ensuring they are up-to-date and compliant with relevant regulations (e.g., HIPAA).
- Assist in the coordination of medical record requests and transcriptions
- PEA (Point of Engagement Assistance):
- Serve as the point person for any communications from our call center, helping to ensure that all patient communications and requests are handled effectively and efficiently
- General Administrative Support:
- Provide general administrative support to the Virtual Primary Care team, including answering messages, handling phone inquiries, and assisting with tasks as directed by the Practice Manager
- Help maintain accurate and organized records of patient interactions and appointments in the system
Requirements:
- Experience: Minimum of 1-2 years of administrative or secretarial experience, in a healthcare or virtual care setting
- Bilingual (a plus)
- Skills: Strong organizational and multitasking skills. Excellent communication skills, both written and verbal. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and experience with digital platforms (e.g., Docusign, scheduling software, and patient communication systems). Experience with medical records management and HIPAA-compliant document handling is a plus. Ability to work independently and as part of a virtual team.
- Education: High school diploma or equivalent required; Associate degree or higher in healthcare administration or a related field is a plus
- Attributes: Detail-oriented, self-motivated, and able to handle confidential information. Customer service, focused on the ability to interact effectively with patients and healthcare providers
In the first 30 days you will:
- Familiarize yourself with the organization.
- Review policies and procedures
- Systems training: Learn to use key systems like Elation, FSH platform, communication platforms like Teams and Ring Central.
- Shadowing: Observe team members handling patient interactions, faxes, medical record requests, scheduling, and triaging messages.
- Basic tasks, such as responding to inquiries and faxes.
- Workflow integration: understanding VPC scheduling workflow, including how to escalate issues to clinical staff or providers.
- Closer to the end of 30 days you will begin managing tasks independently with light oversight.
- Identify and escalate complex cases appropriately.
- Focus on response times and accuracy.
- Actively participate in team chats and team meetings.
In the first 90 days you will:
- Advanced Training: Deepen understanding of advanced tasks like triaging patient concerns and coordinating with clinical staff
- Feedback Integration: Act on feedback to improve
- Fully manage the administrative assistance role with minimal supervision
- Handle escalations confidently and appropriately
- Mastery of all virtual tools and platforms
- Share insights or improvements
- Meet with your manager to review accomplishments and set long-term goals
First Stop Health is committed to diversity, equity, inclusion, and belonging. Research shows that women, people of color and other historically underrepresented groups tend to only apply to jobs in which they meet all of the job requirements. Unsure if you check every box? Apply. We’d love to consider your unique experiences and how you could make First Stop Health even better.
To learn more about First Stop Health, visit www.fshealth.com.
