• Front-End Patient Onboarding: Collect and verify new patient documents, including: - Driver’s licenses or government-issued IDs - Insurance information - Consent forms - Release of Information (ROI) forms - Coordinate onboarding for patients coming through Grow Therapy and Headway - Ensure all required documents are completed, uploaded, and properly stored - Follow up with patients regarding missing documentation • Email Management & Patient Communication: - Manage incoming emails and patient messages professionally and efficiently - Respond to patient inquiries in a timely manner - Utilize critical thinking rather than relying on excessive copying and pasting - Communicate through Spruce and other approved communication channels - Escalate clinical concerns appropriately when necessary • Scheduling & Appointment Management: - Schedule, reschedule, and confirm patient appointments - Maintain provider calendars accurately - Coordinate appointment requests across multiple platforms - Minimize scheduling conflicts and missed appointments • Additional Responsibilities (Future Implementation): - Medical billing support - Insurance verification and eligibility checks - Prior authorization processing - Lab order and fax coordination - Claims follow-up and revenue cycle support

• Manages projects on behalf of our clients, managing and meeting deadlines • Complete a variety of virtual assistant tasks including scheduling, emailing, lead conversion management, research projects, data entry, and many more different types of projects • Professionally communicate with clients and adjust to their changing priorities, needs, and deadlines using their business values and processes as a guiding principle

• Manage complex executive diaries and coordinate meetings across multiple time zones • Draft and manage correspondence on behalf of senior leaders • Prepare briefing packs, board reports, and presentation materials • Coordinate travel, accommodation, and itineraries • Act as a gatekeeper and primary point of contact for internal and external stakeholders

• Manage calendars, meetings, appointments, and scheduling conflicts. • Organize daily and weekly priorities based on urgency and business impact. • Prepare simple summaries of upcoming tasks, meetings, and priorities. • Ensure important deadlines, appointments, and follow-ups are not missed. • Create, send, and track invoices using QuickBooks. • Monitor outstanding invoices and follow up on overdue payments. • Maintain accurate and organized billing records. • Flag invoice discrepancies, missing information, or payment delays. • Convert voice notes, messages, and instructions into organized task lists. • Assign deadlines and track action items through completion. • Follow up with internal and external contacts regarding outstanding requirements. • Maintain a consistent 24–48-hour follow-up cycle. • Escalate tasks that are delayed, blocked, or require executive attention. • Maintain simple tracking systems using Notion, Google Sheets, or Microsoft Excel. • Keep project information, deadlines, and action items organized and updated. • Provide visibility across multiple projects and business workflows. • Organize information between email, calendars, QuickBooks, and task-tracking tools. • Improve basic administrative systems when needed. • Manage operational emails and SMS follow-ups. • Respond to routine administrative inquiries using approved information. • Route incoming requests to the appropriate person or system. • Log important requests, updates, and action items. • Maintain clear and professional written communication. • Provide simple status reports showing completed, pending, and blocked tasks. • Track project progress, deadlines, and operational bottlenecks. • Maintain light tracking of project costs against expected expenses. • Highlight overdue items, risks, and priorities requiring attention.