Overview
Healthcare VA Jobs in South Africa at InsideOut
Title: Healthcare VA
Company: InsideOut
Location: South Africa
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JOB TITLE
Executive Assistant
JOB ID
ALIKYL1
INDUSTRY
Medical
LOCATION
LATAM / South Africa
JOB STATUS
Part Time (Possible transition to full time)
WORK SCHEDULE
Monday to Friday, 9am – 1pm (PST) Flexible
SALARY
$7 – $9 per hour
TARGET START DATE
ASAP
ROLE OVERVIEW
About the Client:
The client is a visionary founder of a thriving mental health therapy practice currently transitioning from a solo operation into a robust group practice. With two new therapists joining and a physical office expansion on the horizon, the practice is at a critical scaling point.
About the Role:
We are seeking a "Right Hand" professional with a proven sales background who can translate creative vision into organized, sustainable systems. The ideal candidate is comfortable navigating high-ticket offerings and providing high-level support to a fast-moving CEO.
This isn't just about managing a calendar—it’s about serving as the operational backbone and growth engine of a healthcare business. With an Accountant now handling the core financial books, your role evolves into a strategic Right Hand who maintains financial hygiene while actively seeking opportunities to scale.The ideal candidate has a sales-oriented mindset: you don't just answer the phone; you identify how to best serve a prospective client by upselling specialized services or matching them with the right therapist. You are a confident self-starter who brings order to chaos and turns inquiries into long-term growth.
Key Responsibilities
1. Operational & "Light" Financial Management
- Financial Hygiene: Act as the internal bridge to the Accountant. Handle light expense tracking, manage vendor invoices, and ensure client payment information is accurate.
- Budgetary Oversight: Monitor daily cash flow and ensure the "manual" tasks (receipt management and document filing) are handled so the Accountant has clean data.
- System Documentation: Use Loom and other tools to record workflows, creating a comprehensive "SOP" library for future hires.
- Growth Logistics: Manage the administrative rollout for new therapists and coordinate the physical move/setup of the new office location.
2. Sales, Upselling & Client Experience
- The "Sales Mindset": Manage the referral pipeline with a goal of conversion. You will handle initial consultations, expertly "selling" the practice's value and upselling high-ticket products (e.g., intensive workshops, specialized assessments, or premium supplementary services).
- Performance Metrics: Track "Consult-to-Client" conversion rates and Google Ad ROAS (Return on Ad Spend) to provide the founder with weekly growth updates.
- Seamless Onboarding: Ensure a high-touch onboarding process that makes patients feel valued from the first "sales" touchpoint to their first session.
3. Clinical Administration & AI Integration
- AI-Enhanced Documentation: Utilize AI tools (ChatGPT/Claude) to process and input clinical notes into the EHR system with high accuracy.
- Insurance & Referrals: Manage the referral pipeline and handle insurance provider inquiries.
- Calendar Mastery: Proactively manage a complex clinical calendar, ensuring maximum therapist utilization and minimizing gaps.
4. Executive Support & Marketing
- Project Management: Prioritize the founder’s high-volume task list ruthlessly so they can focus on patient care.
- Marketing Support: Assist with local SEO, Google Business Profile updates, and managing clinic social media/LinkedIn engagement to keep the "sales funnel" full.
Qualifications & Skills
Sales & Communication Excellence
- The Sales Edge: Proven experience or a natural aptitude for sales/upselling. You are comfortable discussing fees and "closing" the loop on prospective leads.
- Interpersonal Excellence: High level of empathy and patience when dealing with mental health clients, balanced with the professional "hustle" needed to grow a business.
- Confident Leadership: A "take charge" personality who is comfortable "managing up" to keep the founder on track.
Financial & Technical Literacy
- Light Financial Management: Proficient in organizing receipts, tracking simple budgets, and navigating billing software without needing full-charge accounting knowledge.
- AI Power-User: High-level familiarity with ChatGPT and Claude for drafting content and optimizing workflows.
- Healthcare Systems: Experience with EHR software (e.g., Jane, Alma, SimplePractice) and HIPAA compliance.