File Management, Management, Auditing, Virtual Assistance, System Administration, Microsoft Excel, Attention to Detail, Operations, Legal Document Preparation, Systems Management
Job description
Virtual Assistant | US Hours from South Africa
Remote Contract Position | 4pm12am SAST (US EST Business Hours)
We are seeking a highly admin-proficient, tech-savvy Virtual Assistant to support US-based operations, with a key focus on patient compliance and follow-up systems. This role is ideal for an exceptionally organised, detail-oriented professional who works independently, masters systems quickly, and enjoys creating structured processes that drive results.
You will become a vital backbone of our remote team, managing high-volume administrative coordination while ensuring patients attend scheduled reviews, recalls, and follow-ups through proactive tracking and clear communication.
The Opportunity
Join a dynamic remote team where you will manage complex administrative operations, take ownership of patient follow-up workflows, and grow into full responsibility for critical systems and processes.
Key Responsibilities
Administrative & Systems Management
- Manage high-volume administrative processes, data entry, and audit-ready documentation
- Maintain accurate records across spreadsheets and internal systems
- Generate simple reports on compliance, follow-ups, and outcomes
- Track patient reviews, recalls, and treatment follow-ups
- Proactively follow up with patients who miss appointments and rebook promptly
- Maintain clear records of patient communication and compliance status
- Create, implement, and maintain systems to improve patient compliance
- Identify gaps in workflows and propose practical improvements
- Streamline processes to reduce missed appointments and improve efficiency
Proven administrative excellence in managing complex, detail-driven processes
Strong systems and technology aptitude (Excel, cloud tools, practice management systems)
Ability to independently manage end-to-end workflows with minimal supervision
High attention to detail, confidentiality, and data accuracy
Clear written and verbal communication skills
Advantageous:
- Experience in healthcare, medical, or dental environments
- Familiarity with patient management or booking systems
- Process improvement or workflow optimisation experience
Youll start by applying your existing skills, then advance to owning:
- Patient compliance and follow-up systems
- Documentation and reporting workflows
- System administration and process optimisation
- Quality control and audit-ready file management
100% remote contract position
Competitive compensation for US hours coverage
Direct collaboration with a US-based business
Clear path to expanded responsibility and process ownership
