Medical Administrative and Marketing Assistant

About the Company — Health by Design

We are a leading functional medicine clinic based in Jacksonville, Florida, dedicated to restoring patients’ health through a personalized, root-cause approach to healing. The clinic integrates functional medicine, holistic wellness, advanced diagnostics, nutrition, chiropractic care, and lifestyle medicine to help patients achieve optimal long-term health. With a focus on education, empowerment, and prevention, we provide compassionate, patient-centered care supported by a team of experts committed to guiding individuals on their journey toward total wellness.

Administrative & Patient Support

• Schedule patient appointments, send reminders, and manage follow-up or reactivation campaigns.
• Maintain and update patient records in ChiroTouch (non-cloud based); assist with future migration to Jane or Practice Better.
• Respond to patient inquiries via email, phone, and text with professionalism and empathy.
• Coordinate with healthcare professionals for lab results, referrals, and documentation.
• Assist with lab orders, tracking, receiving, and uploading results.
• Ensure compliance with HIPAA regulations when handling sensitive data.
• Draft and organize correspondence, reports, and medical summaries.
• Manage inbound and outbound communication through Zoom Meetings or Google Meet.
  

Marketing & Content Support

• Create, schedule, and manage content across social media platforms.
• Write newsletters, blogs, and promotional content for wellness education and patient engagement.
• Support website updates on Wix (staff bios, events, products, etc.).
• Assist with podcast scripting and the development of Zoom class outlines.
• Develop patient engagement and reactivation campaigns.
• Track and monitor online engagement and analytics.

Qualifications & Skills

• Minimum 1 year of experience as a Medical Receptionist, Administrative Assistant, or Patient Care Coordinator
• Excellent English communication skills — both written and verbal
• Proven experience with EHR/EMR systems (preferably ChiroTouch, Jane, or Practice Better)
• Strong organizational and multitasking abilities
• Familiarity with HIPAA compliance
• Proficient in email management, scheduling tools, and social media platforms
• Self-starter with initiative and ability to follow SOPs independently
• Professionalism and discretion in handling sensitive patient information
• Positive and adaptable attitude aligned with the clinic’s patient care philosophy

Highly Preferred

• Background in functional medicine, integrative medicine, or wellness practices
• Strong writing skills for creating marketing content
• Experience with Wix, email marketing tools, or Canva
• Familiarity with ChiroTouch or other medical practice software

Additional Requirements

• Willingness to work off-hours, evenings, or weekends (Thursday 2 PM–Sunday) if needed
• Consistency, reliability, and motivation for long-term engagement
• Must demonstrate integrity and professional conduct at all times

Basic Requirements

• Must be proficient in speaking and writing English very clearly.
• Must have relevant work experience.
• Must submit an NBI Clearance or Local Police Clearance before onboarding.
• Must be available for video meetings with the camera on when needed.

Technical Requirements

• Device: Reliable laptop or desktop computer
• Internet: High-speed internet (minimum 10 Mbps)
• Audio: Noise-canceling headset
• Video: Webcam for virtual meetings
• Workspace: Quiet, professional environment

Additional Requirements

• Once your application is approved, you must complete a self-paced video interview within 24–48 hours.
• Qualified candidates will be invited to a live interview with a Talent Agent.

• Dedicated HR & Contractor Support Team — Access to world-class support for guidance, troubleshooting, contract matters, and communication.
• Premium VPN Access (Optional) — A secure VPN license can be provided upon request.
• HIPAA & Cybersecurity Training + Certification — Internal training to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training — Communication, productivity, and client management training to elevate your skill set.
• Client-Approved U.S. Holidays — Contractors may take U.S. holidays off based on the client’s schedule.
• Client-Approved Paid or Unpaid Time Off — Time off may be approved by the client; PTO is optional and only if offered.
• Access to Tools & Resources — Templates, workflow guides, productivity tools, and SOP support.
  Optional Performance-Based Incentives — Some clients may offer bonuses or incentives based on performance.