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.