Quickbooks Bookkeeper & Virtual Assitant

New Jersey, United States based orthopedic medical office looking to recruit virtual assistant and bookkeeper to help manage administrative tasks including patient contacts and appointment setting tasks. This is a hybrid role as a virtual assistant, bookkeeper, call center.
Plenty of room for pay advancement and long term employment if you’re competent, hard working and efficient. Looking for people who value teamwork, focus and efficiency with an emphasis on excellent customer service.

Skills Required:
-Excellent English is a MUST (both written and spoken)
-Knowledge of Google sheets/Excel
-Knowledge of Gmail/Workspace
-Basic Knowledge of Search Engine Optimization (SEO), advertising, Social Media
-Flexibility with working time and hours (based on US EST time, New York)
-Ability to learn new software (electronic health record, use VOIP apps, internet VPN)
-Must have booking experience/knowledge of Quickbooks

Technical Requirements:
-Laptop/computer with 64 bit processor (windows or mac)
-Fast and reliable internet connection (must be able to voice or video conference over internet)

Job roles include but are not limited to…

-Adding, removing, modifying patient demographics and procedures from surgical list (google sheets), and electronic health record.
-Calling/emailing patients regarding their upcoming surgical procedures and post-operative follow up call.
-Calling/emailing, sending/receiving patient documents from other providers/attorney’s
-Searching for other local providers, cold emailing/calling their office and introducing our services. Maintaining adequate record (google sheets) of local providers and contact information.
-Answering/returning office phone calls via VPN voice over internet (VOIP) during office hours.
-Relaying/transferring patients to proper extensions. Relaying specific requests to appropriate office personnel.
-Performing specific administrative tasks that can be completed virtually as requested by the provider or office personnel.
-Perform search engine optimization, google advertising, social media weekly postings.
-Utilizing insurance portals to obtain patient authorizations.
-Bookkeeping/accounting using QuickBooks

Note- put the number ‘31’ in your application and so we know you’ve taken the time to read this description!!

Required personal attributes:

-Strong work ethic
-Focus and efficiency
-Great English skills
-Honesty
-Excellent interpersonal skills and customer service

Expect a long term role with plenty of room for growth. Approximately 2 hours per day to start ramping up to full time 8 hours/day, 40 hours/week if you are productive and a good fit. Will consider salaried position for the right person. Start Date is approximately March part time. Full time will be considered within 2-3 months if doing a good job. Salary position will be considered after 6-12 months performance review.

Screening questions:

1. What attracted you to this opportunity?
2. What do you think are the 3 most important traits someone should have to be successful in this role?
3. This project will require 2-4 hours of work per day to start, then up to 8 hours/day. Are you available during the times 9AM – 5PM EST, New York Time during weekdays?
4. Does your computer/laptop have a 64 bit processor? Which computer do you have? What is your internet speed? Is it capable of voice and video over internet?
5. What previous experience do you have in this role as a virtual assistant and book-keeper.

Tasks:

Daily Tasks Mon-Fri:
1. Check email and reply, receive and send documents.
2. Obtain authorizations for appointments, braces, therapy, nerve tests from insurance companies.
3. Answer, return phone calls, relay important information to office/Dr. Yang during regular office hours.
4. Set/modify patient appointments, schedule depositions, maintain Dr. Yang’s professional schedule, remind Dr. Yang of important appointments/depositions.
5. Complete all requested virtual administrative tasks requested by the office/Dr. Yang.

Weekly tasks:
1. Weekly social media post. Use Chat GPT to generate an orthopedic “fun fact” post on Facebook, Instagram.
2. Google search providers in vicinity and add to provider google sheets. Cold call providers and send business cards to their office.
3. 2 days before surgery, call patients having surgery that week to remind them of their surgery day and location, make sure the patients that need clearance have obtained it and our office has received it. Notify any modifications to office and make appropriate changes to surgery google sheets.
4. 1 day after, call post operative patients to see how they are doing, forward any concerns to office/Dr. Yang, schedule their post op follow up as directed on the google sheets.
5. Weekly book keeping and reconciliation with quick books.

-Andrew Yang, MD
Orthopedic Hand Surgeon