Administrative Coordinator – Psychology Practice

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🌐 Philippines, South Africa – Remote

🇵🇭 Philippines – Remote 🇿🇦 South Africa – Remote

💵 $800 - $1.3k / month

⏱ Part Time

🟡 Mid-level

🟠 Senior

📋 Administrative Assistant

👻 Ghost score 12%

What it means: the chance that no one is really hiring for this job.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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📋 Description

• Manage patient scheduling, appointments and calendar coordination • Coordinate multi-day treatment sessions, retreats and other specialist care arrangements • Communicate professionally with patients, healthcare providers and external partners via email and other appropriate channels • Manage patient correspondence, including drafting responses, summarising emails and following up on outstanding matters • Maintain accurate and confidential patient records within the practice's electronic medical record (EMR/EHR) system • Coordinate administrative arrangements for the psychologist, including medical and wellness appointments where required • Monitor incoming communications and identify urgent requests requiring immediate escalation to the psychologist • Support more efficient administrative processes, including automated calendar management and patient appointment confirmations • Assist with general administrative duties and ensure the practice operates efficiently • Handle sensitive information with the highest level of discretion and professionalism

🎯 Requirements

• Previous experience in healthcare administration, ideally within a psychology, psychiatry, mental health or medical practice • Experience using electronic medical records (EMR/EHR) systems and standard office software, including Google Workspace • HIPAA certification, or the ability to complete certification before starting • Strong understanding of patient confidentiality, data protection and professional boundaries • Excellent written and verbal English communication skills • Exceptional organisational skills and attention to detail • Ability to prioritise competing tasks and respond quickly when urgent situations arise • Proactive, adaptable approach and confidence working independently • Availability to work US Eastern Time hours • Experience supporting mental health professionals or working with patients who have complex care needs • Familiarity with healthcare scheduling systems and patient communication workflows • Experience with AI tools, workflow automation and calendar or appointment-confirmation automation • 30 hours per week; initially up to 40–50 hours per week during training

🏖️ Benefits

• 100% remote • $50 birthday bonus • $200 testimonial bonus • No tracker

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