Virtual Assistant for Small Telehealth Clinic

Part-Time Virtual Administrative Assistant — Telehealth Sleep Clinic Hours: ~10–15 hours/week to start, with room to grow as you take on more and as our practice grows Schedule: Flexible, with some availability during U.S. Eastern business hours Location: Fully remote (U.S.-based preferred) Rate: $25-35/hour, depending on experience About us Thrive Sleep Clinic is a small, growing telehealth clinic specializing in insomnia treatment — real, evidence-based care delivered by board-certified sleep specialists, entirely online. We're a warm, high-standards practice about to launch a new program and expecting to grow, and we're looking for the person who will keep our day-to-day operations running beautifully. The role You'll be the friendly, capable first point of contact for our patients and the operational backbone of the clinic. Day to day, that means: * Answering and returning clinic phone calls and emails with warmth and professionalism * Managing scheduling: bookings, reschedules, waitlists, and calendar coordination for our clinicians * Helping patients with basic tech support (finding their video link, resetting access to our patient platform, troubleshooting simple issues) * Keeping our systems tidy: intake follow-ups, records of inquiries, and light administrative upkeep in tools like Acuity Scheduling, Squarespace, and Gmail * Spotting problems before they grow — and telling us what should work better We want to hire a long-term colleague, rather than a temporary task-completer. In fact, we want you to make yourself indispensable by making the operation not depend on any one person. Our goal is for you to gradually own day-to-day operations so completely, with such clear systems and documentation, that the clinic runs smoothly even when the founder is on vacation for a month. If building sustainable workflows from scratch sounds satisfying rather than daunting, you'll love this. You're probably a great fit if you have * Customer service experience, ideally in healthcare or another service-based business (medical/dental/therapy office, wellness, hospitality, etc.) * A professional and genuinely warm communication style — many of our patients are exhausted when they reach us, and kindness matters here * Strong tech savviness: comfortable learning new software quickly (we use Acuity, Squarespace, Stripe, Google Workspace, and a telehealth platform) * Excellent organizational skills and sharp attention to detail * Great problem-solving instincts: you figure things out, and you know when to ask * Initiative: you don't wait to be told — you notice, propose, document, and improve * Discretion and reliability: you'll handle sensitive information, and confidentiality training (HIPAA) will be part of onboarding — prior experience with it is a plus * Clear, prompt written communication (much of our work happens over email and chat) Nice to have * Experience at a medical, mental health, or telehealth practice * Experience writing SOPs or how-to documentation * Familiarity with Acuity Scheduling or similar booking systems What we offer * Flexible, steady part-time work with a clinic that treats its team the way it treats its patients * A real voice in how things are run — your systems and ideas will shape the practice * Growth in hours and responsibility as the clinic grows * A supportive, low-drama, appreciation-forward work environment How to apply Send a short cover note (a few sentences is fine) answering these: 1. Tell us about a time you took a messy process and made it run smoothly — what was broken, what you changed, and what broke first when you rolled it out. 2. Which scheduling or practice-management tools have you used, and what's one thing about your most-used tool that annoys you? 3. A patient calls saying their video link isn't working and their appointment starts in 10 minutes. What do you do, in order? 4. What's your general weekly availability, in U.S. Eastern time? So we know you read this far: please include the word "lighthouse" in the first line of your application. Our process is simple: we review every application personally, invite strong candidates to a short video call, and then offer finalists a small paid trial task (about an hour of realistic work) before making a decision. We'll respond to strong candidates within a few days. We're excited to meet you!