Executive Assistant / Practice Manager

Remote: South Africa (Preferred) and LATAM

Schedule: Mo-Fr U.S. CST Business Hours

Compensation: $2,000 – $2,500 USD/month, depending on experience and overall fit.

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About the Company

Our client is a growing Texas-based hair restoration practice focused on providing high-quality, personalized care to patients throughout their hair restoration journey.

As the practice continues to grow, the practice owner is looking for a highly organized, proactive professional who can take ownership of the administrative, scheduling, patient communication, and lead management responsibilities that come with a busy practice.

This is an opportunity to become a trusted operational partner to the practice owner and play an important role in keeping the practice organized, responsive, and running efficiently.

Role Overview

The Executive Assistant / Practice Manager will serve as a key operational partner to the practice owner, taking ownership of day-to-day administrative, scheduling, patient communication, and lead follow-up responsibilities.

This is a hands-on, high-ownership role. The ideal candidate will be equally comfortable managing an executive calendar, responding to new patient leads, following up with prospective patients, coordinating appointments, sending consents, and handling administrative tasks within the practice's EMR.

A major component of the role will be lead management and patient communication, ensuring new inquiries are contacted promptly and prospective patients receive consistent follow-up throughout the consultation process.

The right candidate will be proactive, highly organized, responsive, and capable of identifying what needs to be done without requiring constant direction.

Key Responsibilities

Executive & Practice Administration

Manage and maintain the practice owner's calendar, appointments, meetings, and daily schedule.
Organize and prioritize competing appointments, tasks, and administrative responsibilities.
Monitor incoming communications and ensure important requests are addressed promptly, including answering calls during business hours.
Coordinate meetings, reminders, follow-ups, and other administrative activities.
Maintain organized digital records and practice documentation.
Identify recurring administrative bottlenecks and proactively improve workflows.
Take ownership of day-to-day administrative responsibilities to reduce the workload on the practice owner.
Serve as a reliable operational point of contact for routine practice matters.

Lead Management & Patient Communication

Monitor new leads and inquiries within the CRM.
Respond promptly and professionally to prospective patient inquiries.
Conduct initial outreach and maintain ongoing conversations with prospective patients.
Follow up consistently with leads who have not yet scheduled.
Answer basic questions and provide appropriate information about the practice and appointment process.
Track lead activity and ensure prospective patients do not fall through the cracks.
Help move qualified leads toward consultations and appointments.
Maintain accurate CRM records and update lead statuses throughout the patient journey.
Communicate with prospective patients in a warm, professional, and service-oriented manner.

Scheduling & Appointment Coordination

Schedule new patient consultations and follow-up appointments.
Coordinate appointments around the physician's availability and practice schedule.
Send appointment confirmations, reminders, and relevant communications.
Reschedule appointments when necessary and manage schedule changes proactively.
Help maintain an efficient daily schedule and minimize unnecessary gaps.
Ensure patients receive clear information regarding upcoming appointments.

Patient Documentation & Practice Support

Send and track patient forms, consents, and required documentation.
Follow up with patients to ensure required paperwork is completed before appointments or procedures.
Maintain accurate and organized patient records.
Coordinate administrative communication between patients and the practice.
Support the practice with additional patient-facing administrative responsibilities as needed.
Maintain a high level of discretion when handling confidential patient information.

EMR & Billing Support

Enter and maintain patient information within the practice's EMR system.
Assist with billing patients through the EMR.
Process and coordinate administrative billing tasks accurately and on time.
Monitor outstanding administrative items and follow up as needed.
Learn and confidently navigate the practice's EMR, CRM, scheduling, and other software platforms.
Help maintain accurate patient and billing records.

Hard Skills

2+ years of experience in an Executive Assistant, Medical Administrative Assistant, Patient Coordinator, Practice Coordinator, Practice Manager, or similar role.
Experience working in a medical, healthcare, aesthetic, cosmetic, dental, dermatology, or elective-procedure practice strongly preferred.
Experience managing calendars, scheduling appointments, and coordinating administrative workflows.
Experience using CRM systems and managing lead follow-up.
Experience communicating directly with patients or prospective patients.
Familiarity with EMR/EHR systems and electronic patient records.
Experience handling patient forms, consents, and administrative documentation.
Exposure to medical or patient billing preferred.
Strong proficiency with email, calendars, spreadsheets, and common business software.
Ability to quickly learn new CRM, EMR, scheduling, and practice-management systems.
Strong written and spoken English.
Comfortable working U.S. business hours.

Soft Skills

Extremely organized and detail-oriented.
Proactive and able to work independently without constant direction.
Highly responsive and comfortable managing time-sensitive communications.
Strong follow-through and accountability.
Warm, professional, and patient-focused communication style.
Confident communicating with prospective patients and maintaining relationships throughout the consultation process.
Comfortable balancing administrative support with patient-facing responsibilities.
Able to prioritize effectively in a fast-moving environment.
Resourceful and comfortable figuring things out independently.
Discreet and trustworthy when handling confidential patient and business information.
Calm under pressure and able to manage multiple priorities simultaneously.
Strong sense of ownership and initiative.
Naturally anticipates needs and looks for ways to make the practice owner's day more efficient.

About the Candidate

The ideal candidate is someone who naturally becomes the organizational backbone of a busy practice.

They should be able to move seamlessly between executive support and practice operations, managing the owner's calendar, responding to new leads, following up with prospective patients, scheduling consultations, sending documentation, and completing administrative tasks within the EMR.This person should not need to be micromanaged. They should be able to look at the practice owner's workload, identify what can be taken off his plate, and own those responsibilities from start to finish.

Experience in a medical or elective-procedure environment is highly valuable, particularly for candidates who have worked with patient scheduling, lead conversion, consultations, EMRs, patient communication, or practice administration.

The ideal hire will also have the maturity and initiative to grow with the practice and potentially take on broader Practice Management responsibilities as the business continues to expand.

Why This Role Matters

The practice is growing, and the physician is increasingly spending valuable time on administrative responsibilities that take him away from higher-value work.

This role will provide the operational support needed to keep the practice organized, ensure every lead and patient receives timely attention, and allow the practice owner to focus more of his time on patients, procedures, and growing the business.

The successful candidate will become a trusted, long-term operational partner to the practice owner and have the opportunity to grow into an increasingly important role within the practice

EA / Practice Manager - 64175163310