Angelina Apostol Punzalan Medical Clinic, Inc jobs

Role Overview:

The Healthcare & Practice Administrative Assistant will serve as the dedicated administrative backbone of the client. The primary focus of this role is to handle daily operational, billing, and scheduling workflows—removing non-billable administrative bottlenecks from the clinical team so that practitioners can focus entirely on high-quality patient care and business growth.

Primary Tasks:

• Manage invoicing, receipts, and invoice remittance matching across accounts.
• Monitor Stripe for incoming payments, reconcile basic remittances, and follow up on failed or overdue transactions.
• Draft and dispatch client agreements, intake forms, and standard service contracts.
• Audit client scheduling software to identify and re-engage unbooked or drop-off patients.
• Manage practitioner calendars, book discovery calls, and schedule patient appointments via clinic CRM systems.
• Respond to generic inbound patient and client inquiries using standardized clinic communication templates.
• Route clinical, medical, or condition-specific exercise physiology queries directly to practitioners.
• Update internal tracking sheets, patient logs, and administrative spreadsheets.
• Provide light administrative social media inbox support (monitoring direct messages and routing inquiries).
• Client communications: Include preparing and sending initial assessment, reassessment and follow-up emails using established templates, as well as sending weekly check-in forms and following up outstanding submissions.
• Lead generation and management: Include administrative components of our lead generation process, such as tracking enquiries, following up prospective clients, re-engaging previous leads and coordinating bookings.
• Social media and marketing: Include editing short-form videos (particularly Instagram Reels), preparing captions, scheduling and posting approved content, and monitoring social media enquiries.
• Clinical documentation: Include drafting and formatting letters, reassessment summaries and reports using established templates and information provided by the treating exercise physiologist. All clinical interpretation and final approval would remain with the practitioner.
• Referral and funding administration: Assist with tracking referrals, approvals, outstanding correspondence and routine administration associated with Medicare, WorkCover, NDIS and DVA.
• Business administration: Include maintaining KPI tracking spreadsheets, monitoring client retention and attendance, updating SOPs and identifying outstanding administrative tasks.

Required Experience:

• Experience providing administrative or virtual assistance support for an Australian allied health clinic, medical practice, gym, or fitness business is desirable but not compuslsory.
• Demonstrated experience handling patient billing, basic bookkeeping, or payment reconciliation processes.
• Prior track record managing customer service and diary coordination within an Australian operational timezone.

Required Education:

• Bachelor’s degree or diploma in Business Administration, Healthcare Administration, Communications, or a related field (equivalent practical experience in medical/allied health reception considered).

Required Traits:

• High attention to detail and accuracy with financial numbers, invoicing, and patient records.
• Strong verbal and written English communication skills tailored to professional client interactions.
• Proactive work ethic with the ability to work independently under minimal day-to-day clinical supervision.
• Discretion and strict adherence to patient privacy and confidential medical records.
• Australian English: Ensure Australian spelling and terminology is used throughout, particularly as the VA will be communicating directly with Australian clients.
• Emphasis on initiative, organisation, attention to detail and the ability to work independently. Ideally, we're looking for someone who can progressively take ownership of recurring processes rather than requiring constant task allocation

Required Software/Systems:

• Allied Health Practice Management software - Zanda
• Stripe (invoicing, payments, and remittance tracking)
• Google Workspace (Gmail, Google Docs, Sheets, Calendar)
• Communication platforms (Slack, Zoom)

Pay: Php20,000.00 - Php25,000.00 per month

Application Question(s):

• How many years of experience do you have in administrative support, virtual assistance, or practice administration in Healthcare Industry?
• Have you supported an Australian healthcare, allied health, medical, gym, or fitness business?
• Have you handled referral or funding administration involving Medicare, WorkCover, NDIS, or DVA?
• Have you used Zanda or any other allied health practice management software?
• Describe your experience handling invoicing, receipts, payment tracking, Stripe transactions, remittance matching, or basic bookkeeping.

Work Location: Remote