Virtual Executive Medical Assistant & Scribe

We are seeking an intelligent, highly organized, and articulate Virtual Executive Medical Assistant & Scribe to serve as the dedicated "right hand" to Dr. Gifford. In this dual-function role, you will manage real-time medical scribing and chart documentation for 18–25 patients daily, while taking complete ownership of executive administrative tasks, personal support, and practice coordination during non-patient hours.

The ideal candidate possesses strong medical terminology and clinical literacy (an RN license is not required, but solid scribing/clinical workflow experience is essential). You must be comfortable navigating AdvancedMD EMR, managing phone/VoIP systems for patient follow-ups, and operating with high autonomy to streamline Dr. Gifford's daily schedule, documentation, and administrative workload.

Working Environment & Core Schedule

• Role Title: Executive Medical Assistant & Virtual Scribe
• Provider: Dr. Gifford (Solo Practitioner)
• Status: Full-Time (40 Hours / Week – Compressed 4-Day Work Week)
• Schedule: Tuesday – Friday, 8:30 AM – 6:30 PM CST (10 Hours / Day)
• Core Technology Stack:AdvancedMD EMR, VoIP Telephone Systems (UMA / prospective platform upgrade), Microsoft Office / Google Workspace
• Patient Volume: 18–25 patients per day

Top 3 Daily Tasks

1. Medical Scribing & Real-Time Documentation: Scribe patient encounters in real time, accurately capturing histories, physical exams, assessment plans, and clinical notes within AdvancedMD EMR.
2. Provider Documentation & Executive Support: Utilize non-patient time to organize, complete, and audit Dr. Gifford’s administrative notes, paperwork, correspondence, and practice task queues.
3. Patient Follow-Ups & Scheduling: Conduct inbound/outbound calls to follow up with patients, coordinate appointments, and communicate provider instructions clearly.

Core Responsibilities

• Real-Time Virtual Scribing: Document patient encounters live or asynchronously, translating clinical conversations into structured SOAP notes and EHR chart updates in AdvancedMD without altering medical intent.
• Executive & Administrative Assistance: Act as Dr. Gifford's central administrative control point—managing calendars, organizing daily priorities, drafting correspondence, and taking ownership of special projects to eliminate decision fatigue.
• Patient Care Coordination: Perform outbound calls for post-visit follow-ups, deliver non-clinical doctor instructions, schedule follow-up appointments, and manage patient inquiries via VoIP (UMA).
• Chart Preparation & File Audit: Prepare patient charts prior to appointments, verify that incoming diagnostic reports/labs are attached to the correct patient records in AdvancedMD, and track pending chart completions.
• Practice Workflow Oversight: Serve as a reliable second set of eyes on practice communication, ensuring no patient messages, provider tasks, or administrative requests slip through the cracks.

Requirements

• Medical Scribing & Terminology Literacy: Direct experience as a Medical Scribe or Clinical Assistant, with strong command of U.S. medical terminology, anatomy, and SOAP note formatting. (RN/Nursing degree is NOT required).
• EHR/EMR Proficiency: Direct, hands-on experience navigating AdvancedMD EMR or similar complex EHR software platforms.
• Executive Administrative Capability: Demonstrated background managing administrative tasks, calendar organization, and executive support for a physician or healthcare provider.
• Compressed Shift Commitment: Full availability to work the required 4-day, 10-hour shift: Tuesday through Friday, 8:30 AM – 6:30 PM CST.
• English Communication & Phone Demeanor: Native-level or highly fluent written and spoken English skills with an accent-neutral, warm, and professional phone presence.
• Autonomy & Follow-Through: High level of initiative, detail orientation, and ability to keep the provider organized without needing constant supervision.
• Remote Workspace: Dedicated, quiet, HIPAA-compliant home workspace equipped with a high-performance computer (PC/Mac), high-speed internet connection, backup power/internet solutions, and a noise-canceling headset.

Ideal Candidate Profile

You are equal parts medical scribe and executive right-hand. You navigate AdvancedMD smoothly during busy clinical hours, transcribe patient notes with accuracy, and step up during down-time to keep Dr. Gifford completely organized and focused on patient care.

Originally posted on Himalayas