Join Our Mission

We couldn’t run an efficient practice without our dedicated virtual assistants! Whether it’s tackling administrative tasks or managing our marketing front, our VAs work remotely from anywhere in the world, providing clinicians and clients with the support they need every step of the way.

Here are some of the tasks our VAs help with…

Managing Inbound Calls & Emails
– Answering and routing all calls and/or emails as appropriate (workflow charts will be provided).
-Monitoring the practice’s administrative emails and responding as appropriate.

Job Campaigning
– When targeted campaigns are active, work with the practice’s owner to execute company preset interviewing and onboarding processes to bring on new talent. (The entire step-by-step process will be clearly outlined for VAs.)

Routing Referrals
– Partner with owner to delegate inbound client referrals to clinicians (email/phone calls), staying mindful of each clinician’s current caseload preferences and schedules as well as clinician’s bandwidth to take on new clients.

Document Updates
– Continually reviewing paperwork on shared Google Drive, suggesting and drafting new documentation that benefits the entire team.
– Identifying when clinicians may need additional support and sending out supplemental materials found on shared Google Drive, online, or in previous communications.

File Audits
– Monitoring client files both in the EMR system and on our shared Google Drive for completeness and send any needed fixes to those responsible for updating the records.
– Ensure clinicians’ (as independent contractors) records are up to date, coordinating with clinicians to have all of their necessary IC paperwork on file as well as all necessary information entered into their EMR profiles.

Handling Grievances & Other Sensitive Information
– Maintain HIPAA compliance at all times.
-Follow previously outlined process for managing internal and external grievances as well as any other sensitive information shared. Escalate to owners as needed.

Performance Surveys
– Send feedback surveys on a preset schedule.
-Coordinate as needed with applicable stakeholders to address any identified areas of improvement.

Periodic Reminders
– Send out periodic reminders to clinicians, such as end-of-the-month and end-of-the-year notices to update documents, submit all notes, etc. (Schedule is preset and will be given to VA.)

Social Pages
-Use practice’s plan (given to VA) to continually grow online presence and brand as well as increase engagement across all channels.
– Manage social posts manually and via Buffer (will train).

Ongoing Coordination with Practice Owner
– Create owner-suggested new documentation and share internally and/or externally.
– Add to appropriate folders on shared Google Drive.
– Complete any one-off administrative tasks that come up along the way.

What We Offer…
• A highly flexible, work from home environment. Our VAs set their own schedules, committing to be available to clinicians and other support staff only a couple of hours weekly.
Contract arrangement that allows for a wide range of hours worked, from very minimal up to full-time.
Predefined budget parameters, yet the ability to suggest your own hourly rate as well as the option to suggest a fixed monthly rate.
Access to all workflows and systems required to perform job functions effectively.
A collaborative environment that welcomes any and all suggestions for improvement.
Ongoing, attentive support every step of the way.

General Job-related Requirements:
• A strong command of the English language (fluent or native).
• Google Workspace experience.
• Able to work with little direction but takes direction well when necessary.
• Autonomous work style with ability to self-reference and make use of the practice’s existing platforms and workflows to accomplish tasks.
• Openly communicates and coordinates with practice stakeholders as needed.
• Proven track record of excellent performance in a similar capacity and is able to provide 2-3 professional references to support this.
• Comfortable with remaining flexible and adaptable, able to start with minimal hours for the first 90 days with the potential to increase these over time.
• Has a reliable WiFi connection for remote work and a workspace that ensures confidentiality and HIPAA compliance.

General Job-related Preferences:
• HIPAA certification and ability to furnish proof of certification to keep on file.
• Healthcare EMR experience.
• Prior experience working with a mental health or related practice in a similar capacity.
• Prior experience with a startup.
• Has an interest in also managing practice’s Google Ads, other marketing efforts, and tracking analytics.
• Solution-oriented self-starter who is highly confident in skillset and able to identify areas of improvement. Comfortable voicing these observations to owner and implementing suggested changes or directing tasks to others as needed.

Social Media Specific Requirements:
• An avid content generator and writer able to post high-quality, witty, out-of-the-box, creative content to all platforms on an ongoing basis. (Prescheduling with Buffer will help with this workload.)
• Well-versed in driving traffic online.
• Expert-level proficiency with X, Facebook, Instagram, and LinkedIn (ie, has used the platforms and can easily navigate these, even if just as a user).
• Able to transform our simplistic and, frankly, boring social pages, into fun, engaging hotspots for anyone interested in mental health, helping our practice stand out from others.
• Is able to execute preset strategy consistent with branding in an innovative manner that also allows for self-expression on behalf of the VA.
• Is willing to remain flexible with practice plans and incorporate any owner-suggested content as needed along the way.
• Has a proven background in driving results through marketing strategy, particularly use of SEO, lead generation, and conversion.
• Is both highly motivated and highly organized, able to ensure consistent content output and able to work with little direction.
• Won’t simply copy and paste from open AI programs (content will get blocked on our social pages!) but familiar with these for idea generation.

Social Media Specific Preferences:
• Prior experience prescheduling posts on Buffer as well as manually posting on others, like Instagram.
• Marketing, Social Media Strategy, or similar undergraduate or advanced degree.
• Prior experience with boosting and maintaining startup’s social media presence with a focus on continual growth.
• Knowledge of healthcare industry positioning (mental healthcare industry specifically a big plus).

Hour Requirements:
Suggest and set your own schedule and rate. (Obtain practice approval). Anywhere from 5-100+ hours monthly available.

To Apply:
Email the following to 3CsApplications@gmail.com using the subject line “VA Applicant”:

• A cover letter that highlights any certifications you hold as well as prior experience and other information relevant to this position.
• An updated resume/CV.
• A list of 2-3 professional references.
• Any other relevant attachments you’d like to share.

NOTE: Please include your pricing in your submission, making sure to include ALL of your fees. If you charge different rates for different tasks and/or have a different fee structure for certain tasks, please specify. If you are affiliated with an agency, please provide these details.