• Maintain and update client records in Clio Grow and Clio Manage • Support client intake and onboarding processes • Contact existing clients regarding case updates • Answer incoming phone calls and manage client inquiries • Support daily administrative and client service tasks within the firm • Ensure timely follow up and consistent client engagement • Coordinate communication between clients and the legal team • Assist in the preparation and sending of invoices • Follow up with clients regarding invoices and trust related requests • Book new client consultations and manage scheduling.

Role Description We're looking for a detail-oriented Medical Records & Charting Virtual Assistant to support a busy medical aesthetics practice by ensuring patient charts are accurate, complete, and submitted on time. This role is ideal for someone who thrives in a fast-paced healthcare environment, understands the importance of HIPAA compliance, and enjoys working with medical documentation and digital systems. - Upload edited patient photos into Moxie EHR while maintaining accurate documentation and HIPAA compliance. - Edit patient photos by removing backgrounds using the practice's RX application. - Upload AI-generated clinical notes from ScrapScriber into the appropriate patient charts. - Ensure all patient documentation, including photos and notes, is complete, accurate, and properly attached to the correct medical record. - Complete all charting within the required 24-hour turnaround time following patient appointments. - Maintain the integrity and confidentiality of patient medical records at all times. - Work efficiently across multiple healthcare platforms, including: RX App, Moxie Electronic Health Records (EHR), ScrapScriber. - Help streamline clinic operations by reducing the administrative workload of the operations team. Qualifications - Previous experience working in a medical or healthcare environment. - Experience using Electronic Health Record (EHR) systems (Moxie experience is a plus). - Strong understanding of HIPAA regulations and patient confidentiality. - Experience handling medical documentation and patient records. - Photo editing skills, particularly background removal. - Excellent attention to detail and organizational skills. - Ability to meet strict deadlines consistently. - Strong computer literacy and the ability to learn new software quickly. - Ability to multitask across several applications and systems. - Excellent communication and time management skills. - Experience supporting a medical spa, aesthetics clinic, or cosmetic practice is highly preferred. - Willingness to work exclusively with our practice during scheduled hours. Requirements - Must be proficient in speaking and writing English very clearly. - Must have relevant work experience. - Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding (mandatory). - Must be available for video meetings with your camera on (when needed). Technical Requirements - Device: Reliable laptop or desktop computer. - Internet: High-speed connection (minimum 25 Mbps). - Audio: Noise-canceling headset. - Video: Webcam for virtual meetings. - Workspace: Quiet, professional environment. Benefits - Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication. - Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks. - HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients. - Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention. - Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule. - Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client. - Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best. - Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

• Support paralegals by ensuring documentation is accurate, complete, and properly processed. • Create and maintain medical expense summaries and billing logs in Excel. • Work within a case management system and use document/email templates. • Request and process medical records and medical bills through external portals. • Provide light administrative legal support as needed. • Manage outgoing requests and follow-ups. • Make outbound client calls (approximately 5–10 per day) for monthly 28-day client check-ins. • Adhere to established systems and workflows. • Track and organize records and bills once received. • Maintain confidentiality and work in a secure, private workspace.

• Provide day-to-day administrative and legal support to attorneys, paralegals, and case managers. • Draft routine correspondence, legal letters, and internal documentation. • Maintain organized case files and ensure all documentation is accurate and up to date. • Upload, organize, and manage documents within the firm's case management system. • Assist with general administrative tasks that support legal operations. • Request, organize, and track medical records and billing documentation. • Prepare case summaries, timelines, and supporting documentation as directed. • Gather and organize documents required for demand packages. • Maintain detailed case notes and ensure all case information is accurately documented. • Monitor deadlines and ensure assigned tasks are completed on schedule.