Virtual Medical Executive Assistant, EA

Staffing For Doctors

. Manage the Practice Leader’s calendar and prioritize inbox communications .

Posted 10/23/2026full-timeRemote • PhilippinesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing executive calendars, coordinating complex scheduling, and ensuring HIPAA compliance during EMR migrations. Proficient in communication, project management, and vendor coordination within a healthcare environment.

Highest-signal resume keywords

Elation EMR ExperienceHIPAA ComplianceExecutive SupportVoIP Telephony ManagementProject Management

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Data MigrationCalendar ManagementAdministrative CoordinationAttention to DetailDocument Drafting

Soft Skills

Written CommunicationVerbal CommunicationProblem SolvingIndependenceAnticipation of Needs

Tools & Technologies

Google WorkspaceOutlookDakota HealthElation EMRVoIP Systems

Industry Keywords

Healthcare EnvironmentFunctional MedicineNaturopathic PracticeIntegrative HealthPatient Records Management

Tech Stack

Tools & technologies

VoIP

About the role

Key responsibilities & impact

Manage the Practice Leader’s calendar and prioritize inbox communications
Coordinate meetings and track administrative action items through completion
Facilitate communication across practice staff, monitor delegated tasks, and manage data entry and team logistics
Research vendors, coordinate travel and purchases, handle remote errands, and solve problems independently
Oversee complex scheduling, optimize executive timelines, draft correspondence, and maintain organized Gmail/Google Workspace or Outlook inboxes
Audit and manually migrate patient records, charts, and administrative data from Elation EMR to Dakota Health
Maintain zero data loss and HIPAA compliance during EMR migration
Monitor cross-functional projects and verify deadlines and quality standards
Research, vet, and coordinate remote vendors
Manage personal and professional travel arrangements, procurement requests, and personal logistics
Draft spreadsheets, presentation materials, meeting summaries, and SOPs
Use Dakota Health’s integrated VoIP system to manage practice communication rules, routing, and vendor connections

Requirements

What you’ll need

Proven background supporting executive leadership, practice founders, or medical directors in an EA, PA, or Operations Coordinator capacity
Prior experience working within a U.S. healthcare environment with hands-on familiarity navigating EMR systems; Elation EMR and/or Dakota Health experience is a major advantage
High accuracy and meticulous attention to detail for auditing and manually migrating patient charts and clinical files between systems
Ability to anticipate executive needs, manage multiple priorities independently, and execute projects without constant supervision
Flawless, polished, and warm written and verbal English communication skills
Strict adherence to HIPAA regulations and absolute confidentiality when handling PHI and executive personal data
Dedicated, quiet, HIPAA-compliant home office
High-performance PC or Mac
High-speed primary internet
Backup power/internet solutions
Noise-canceling headset
Experience or background supporting a Functional Medicine, Naturopathic, or Integrative Health practice preferred
Experience with VoIP telephony management and EMR platform transitions preferred