Virtual Practice Admin Specialist, Charm EHR Experience

Staffing For Doctors

. Run the daily administrative operations and patient engagement for a specialized functional medicine practice .

Posted 10/20/2026full-timeRemote • PhilippinesJuniorMid-LevelWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing administrative operations within a Functional Medicine practice, including patient engagement, scheduling, and billing processes. Proficient in navigating Charm EHR and utilizing tools like Fullscript and MailChimp to enhance patient communication and operational efficiency.

Highest-signal resume keywords

Charm EHR NavigationPatient CommunicationBilling Process ManagementFullscript ExperienceHIPAA Compliance

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Administrative OperationsLab Ordering ManagementPayment ProcessingSchedule AdjustmentLab Result Management

Soft Skills

Effective CommunicationPatient EngagementProblem-SolvingAttention to DetailEmpathy

Tools & Technologies

Charm EHRFullscriptMailChimpCanvaLaboratory Portals

Industry Keywords

Functional MedicineNaturopathic MedicineHIPAA CompliancePatient CareClinical Administration

About the role

Key responsibilities & impact

Run the daily administrative operations and patient engagement for a specialized functional medicine practice
Handle patient communication via phone calls, emails, and portal messages
Navigate Charm EHR
Manage lab ordering and uploads
Process payments
Strategically maintain the calendar
Proactively manage return-visit intervals and appointment lengths according to billing notes
Look 1–2 weeks ahead to align visit timing with lab turnaround schedules
Triage incoming phone calls, emails, and portal messages
Deliver warm, personal outreach while guiding patients toward optimal appointment and care options
Review voicemails and messages
Collect payments
Process lab downloads and uploads
Manage Fullscript order signals
Update MailChimp lists
Answer inbound calls and respond to patient inquiries
Handle sensitive conversations regarding scheduling, practice policies, and care plans
Validate patient concerns, explain scheduling or clinic options, and guide patients while maintaining practice boundaries
Cross-reference billing and encounter notes to execute exact return-visit intervals and visit lengths
Monitor lab completion timelines and proactively adjust visit lengths or reschedule appointments when needed
Triage and clear voicemails, portal messages, and emails
Process billing and follow through on billing-note task items
Download, upload, and link laboratory results in Charm EHR
Monitor Fullscript order notifications and send customized check-in notes
Maintain MailChimp email lists
Assist with basic creative or marketing materials in Canva
Evaluate lab delays, partial lab completion, and split visits using clinic guides before escalating issues to the provider

Requirements

What you’ll need

Minimum 2+ years of direct experience supporting a U.S.-based Functional Medicine or Naturopathic medical practice
Direct, hands-on administrative experience navigating Charm EHR (non-negotiable)
Fluent, highly articulate spoken English with a neutral accent that allows patients to communicate comfortably over the phone
Ability to evaluate clinical/administrative variables, cross-check details independently, and execute complex schedule adjustments without relying on constant oversight
Dedicated, private, HIPAA-compliant home office
Reliable computer (PC/Mac)
High-speed internet
Backup power/internet solutions
Noise-canceling headset
Prior experience using Fullscript, MailChimp, Canva, and major laboratory portals (LabCorp, Quest Diagnostics) is a strong plus
Interest in taking on creative projects, marketing materials, and practice expansion tasks once daily operations are mastered is a strong plus

Benefits

Comp & perks

Off on major holidays and pre-scheduled practice closure dates.