EA / Practice Manager

Executive Assistant / Practice Manager

Remote: South Africa (Preferred) and LATAM

Schedule: Mo-Fr U.S. CST Business Hours

Compensation: $2,000 – $2,500 USD/month, depending on experience and overall fit.

____________________________________________________________________________

About the Company

Our client is a growingTexas-based hair restoration practicefocused on providing high-quality, personalized care to patients throughout their hair restoration journey.

As the practice continues to grow, the practice owner is looking for a highly organized, proactive professional who can take ownership of the administrative, scheduling, patient communication, and lead management responsibilities that come with a busy practice.

This is an opportunity to become a trusted operational partner to the practice owner and play an important role in keeping the practice organized, responsive, and running efficiently.

Role Overview

TheExecutive Assistant / Practice Managerwill serve as a key operational partner to the practice owner, taking ownership of day-to-day administrative, scheduling, patient communication, and lead follow-up responsibilities.

This is ahands-on, high-ownership role. The ideal candidate will be equally comfortable managing an executive calendar, responding to new patient leads, following up with prospective patients, coordinating appointments, sending consents, and handling administrative tasks within the practice's EMR.

A major component of the role will belead management and patient communication, ensuring new inquiries are contacted promptly and prospective patients receive consistent follow-up throughout the consultation process.

The right candidate will be proactive, highly organized, responsive, and capable of identifying what needs to be done without requiring constant direction.

Key Responsibilities

Executive & Practice Administration
* Manage and maintain the practice owner's calendar, appointments, meetings, and daily schedule.
* Organize and prioritize competing appointments, tasks, and administrative responsibilities.
* Monitor incoming communications and ensure important requests are addressed promptly, including answering calls during business hours.
* Coordinate meetings, reminders, follow-ups, and other administrative activities.
* Maintain organized digital records and practice documentation.
* Identify recurring administrative bottlenecks and proactively improve workflows.
* Take ownership of day-to-day administrative responsibilities to reduce the workload on the practice owner.
* Serve as a reliable operational point of contact for routine practice matters.

Lead Management & Patient Communication
* Monitor new leads and inquiries within the CRM.
* Respond promptly and professionally to prospective patient inquiries.
* Conduct initial outreach and maintain ongoing conversations with prospective patients.
* Follow up consistently with leads who have not yet scheduled.
* Answer basic questions and provide appropriate information about the practice and appointment process.
* Track lead activity and ensure prospective patients do not fall through the cracks.
* Help move qualified leads toward consultations and appointments.
* Maintain accurate CRM records and update lead statuses throughout the patient journey.
* Communicate with prospective patients in a warm, professional, and service-oriented manner.

Scheduling & Appointment Coordination
* Schedule new patient consultations and follow-up appointments.
* Coordinate appointments around the physician's availability and practice schedule.
* Send appointment confirmations, reminders, and relevant communications.
* Reschedule appointments when necessary and manage schedule changes proactively.
* Help maintain an efficient daily schedule and minimize unnecessary gaps.
* Ensure patients receive clear information regarding upcoming appointments.

Patient Documentation & Practice Support
* Send and track patient forms, consents, and required documentation.
* Follow up with patients to ensure required paperwork is completed before appointments or procedures.
* Maintain accurate and organized patient records.
* Coordinate administrative communication between patients and the practice.
* Support the practice with additional patient-facing administrative responsibilities as needed.
* Maintain a high level of discretion when handling confidential patient information.

EMR & Billing Support
* Enter and maintain patient information within the practice's EMR system.
* Assist with billing patients through the EMR.
* Process and coordinate administrative billing tasks accurately and on time.
* Monitor outstanding administrative items and follow up as needed.
* Learn and confidently navigate the practice's EMR, CRM, scheduling, and other software platforms.
* Help maintain accurate patient and billing records.

Hard Skills
* 2+ years of experiencein an Executive Assistant, Medical Administrative Assistant, Patient Coordinator, P