Virtual Office Manager
1 day ago
Virtual Office Manager (Integrative Family & Behavioral Health Practice - Remote, U.S.-Based)
L. Wallace NP & Associates
Integrative Family Medicine, Psychiatry, and Naturopathic Wellness
Location: Remote (U.S.-based only; PST or CST time zones preferred)
Employment Type: Part-Time hours/week to start; potential to expand)
Compensation: $22-$30/hour (DOE)
Citizenship Requirement: U.S. citizenship required
About the Role
L. Wallace NP & Associates is a multi-state integrative practice specializing in Family Medicine, Psychiatry, and Naturopathic Wellness. We're seeking a highly organized and tech-savvy Virtual Office Manager to coordinate administrative operations, support clinical and intern teams, and strengthen our internal systems as we continue to grow.
This position requires someone who is professional, detail-oriented, and proactive in managing projects and communication across multiple disciplines. The ideal candidate is comfortable working in a virtual environment while maintaining clear structure, accountability, and confidentiality.
Key Responsibilities
Operations & Coordination
- Oversee daily administrative workflows for family medicine, behavioral health, and naturopathic clients.
- Ensure compliance with internal Standard Operating Procedures (SOPs) for scheduling, documentation, and communication.
- Coordinate the activities of the Billing VA, Marketing Intern, and Administrative Interns.
- Track provider availability and client coverage within the IntakeQ platform.
- Maintain organized communication and accountability across all staff.
Billing & Reporting
- Collaborate with the Billing VA to review claims, denials, and follow-up actions.
- Maintain internal billing and productivity reports, ensuring timely reconciliation and data accuracy.
- Assist in tracking accounts receivable and preparing performance summaries for leadership.
Leadership & Supervision
- Support the onboarding and training of staff and interns.
- Monitor time tracking, attendance, and compliance with operational procedures.
- Communicate any workflow or documentation gaps to leadership.
Marketing & Client Experience
- Collaborate with the Marketing & Brand Specialist to schedule content and support community engagement.
- Uphold the practice's brand integrity and ensure consistent, professional client-facing communication.
Qualifications
- U.S. Citizenship required.
- Minimum 2 years of experience in medical or behavioral health office management or virtual administration.
- Proficiency in EHR systems (IntakeQ, Zoho, or similar) and time-tracking software (Clockify, Airtable).
- Strong written and verbal communication skills with high attention to detail.
- Ability to coordinate remote teams and manage multiple priorities.
- Bachelor's degree preferred or equivalent experience in healthcare administration, psychology, or related field.
Schedule & Structure
- Fully remote position with flexible scheduling.
- 10-15 hours/week to start; may expand with practice growth.
- Must be available for Friday 5 PM PT staff meetings and monthly leadership check-ins.
- Future opportunity to collaborate with on-site staff in San Diego as local operations expand.
Why Join Us
L. Wallace NP & Associates provides trauma-informed, integrative care that bridges mental, emotional, and physical wellness. We value professionalism, compassion, and integrity—and we're building a team that reflects those values across every level of our organization.
This role offers the opportunity to help shape the operational foundation of a growing, multi-state, integrative health practice.
Job Type: Contract
Pay: $ $28.15 per hour
Expected hours: 10 – 15 per week
Work Location: Remote
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