Virtual medical executive & practice administrative assistant

We are seeking a versatile, highly proactive, and articulate Virtual Medical Executive & Practice Administrative Assistant to serve as the primary operational partner to a solo physician running a growing Direct Primary Care (DPC) / Family Medicine practice (~127 patients). This is not a basic data entry or phone-reception role; it is a dynamic position for an autonomous professional who thrives wearing multiple hats across clinical administration, operations, research, and executive support.

Your immediate onboarding priority will be managing the end-to-end patient record data migration into Atlas MD EMR—transferring demographics, medical histories, medications, allergies, and clinical documents while auditing charts for completeness and flagging discrepancies. As the migration completes, you will transition into the physician’s trusted "right hand"—managing practice administration, streamlining clinic workflows, managing calendars, booking travel, and creating executive PowerPoint presentations.

Working Environment & Core Schedule

Role Title: Virtual Medical Executive & Practice Administrative Assistant
Practice Model: Direct Primary Care (DPC) / Family Medicine (Solo Physician)
Status: Full-Time (40 Hours / Week)
Schedule: Monday – Friday, 8:00 AM – 5:00 PM EST (Eastern Standard Time)

Core Technology Stack: Atlas MD EMR (Preferred, tech-savviness prioritized), RingCentral, Microsoft Office (PowerPoint, Excel) / Google Workspace

Primary Scope

EMR Data Migration, Clinical Practice Administration, Executive Support & Operations

Top 3 Daily Tasks

• EMR Data Migration & Chart Management (Immediate Priority): Transfer patient demographics, chart histories, medications, and records accurately into Atlas MD, auditing records for gaps and flagging clinical discrepancies for physician review.
• Practice Administration & Workflow Management: Manage patient scheduling, track administrative action items, chase missing documentation, and build/improve daily operational workflows.
• Executive & Business Support: Conduct research, create polished PowerPoint presentations, manage provider calendars, coordinate travel logistics, and drive practice expansion initiatives.

Core Responsibilities

• Atlas MD Record Migration & Auditing: Execute meticulous chart migration from legacy files into Atlas MD, ensuring demographic accuracy, document attachment, and zero loss of patient history (without making clinical judgments or altering clinical data).
• Direct Primary Care Practice Operations: Triage administrative patient communications, maintain scheduling rules, follow up on outstanding paperwork, and assist in implementing new practice management tools.
• Executive Administrative Partnership: Manage the physician’s executive calendar, handle professional correspondence, organize travel itineraries, and track outstanding projects through to completion.
• Research & Presentation Development: Conduct business/clinical research and synthesize findings into clean, executive-ready PowerPoint presentations, spreadsheets, and summary reports.
• Process Improvement & Autonomy: Proactively identify practice bottlenecks, build standardized operating procedures (SOPs), and operate independently so projects are completed without micromanagement.
• U.S. Medical Administrative Experience: Proven background supporting a U.S. medical practice, with direct experience in EMR data entry, chart management, and administrative workflows.
• Executive Assistant Capabilities: Strong comfort and willingness to handle EA responsibilities (calendar management, travel booking, research, and presentation creation) alongside medical admin duties.
• Software & Tech Aptitude: Advanced proficiency in Microsoft Office (especially PowerPoint and Excel) or Google Workspace, with the demonstrated ability to learn new software platforms rapidly.
• English Fluency: Excellent written and verbal English communication skills with a polished, professional tone.
• Detail Orientation & Initiative: High organizational skills, exceptional follow-through, and the ability to work independently with minimal oversight.
• HIPAA Compliance: Solid understanding of HIPAA regulations and a commitment to protecting patient health information (PHI).
• Remote Workspace: Dedicated, quiet, HIPAA-compliant home workspace equipped with a high-performance computer (PC/Mac), high-speed internet, backup power/internet solutions, and a noise-canceling headset.

Preferred Qualifications

• Experience with Atlas MD EMR, Direct Primary Care (DPC), or Family Medicine clinic workflows.
• Hands-on experience with EMR record migration or mass data transfer projects.
• Prior experience supporting a solo practitioner, business owner, or medical director as an Executive Assistant.
• Familiarity with RingCentral or virtual telephony platforms.

Ideal Candidate Profile

You are equal parts medical admin, executive assistant, and operations coordinator. You master new software quickly, take full ownership of EMR chart migration, handle executive logistics seamlessly, and keep a growing Direct Primary Care practice running with precision.