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STAFFVIRTUAL Logo STAFFVIRTUAL · IT - Administration

Practice Manager & Executive Assistant

Philippines, Cebu City · Job Posted April 27, 2026
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Job Description

We are seeking a high-level, Type A Senior Operational Manager to serve as the heartbeat of our private mental health practice. This is not a standard front-desk role; this is a leadership position for a self-motivated professional who operates with a high sense of urgency, extreme organization, and a consider it done mentality. You will be the special assistant to the Owner, managing both the professional operations of the clinic and high-priority administrative tasks. You are the gatekeeper, the fixer, and the primary point of contact for clients and therapists.

Job Responsibility

  • Practice Operations & Client Relations: Handle calls with a professional, empathetic tone. Convert inquiries into booked appointments promptly
  • Manage the calendar with precision, confirming appointments and ensuring zero gaps in productivity
  • Collect co-pays/deductibles at the time of service. Coordinate with the biller to resolve underpaid claims and communicate with clients regarding denials
  • Act as the first point of contact for billing concerns, resolving them with emotional intelligence and clarity
  • Executive Support & Financial Oversight: Act as the Owner's Right Hand, anticipating needs before they arise. Maintain constant communication regarding desk status and task progress
  • Utilize QuickBooks and Google Spreadsheets to track daily office expenses, tax-related documents, and bank statements
  • Implement systems to put recurring bills on autopay and streamline office workflows
  • Maintain a meticulously color-coded and organized digital/physical filing system
  • Communication & Follow-Through: Monitor and respond to emails at least 3x daily, ensuring a don't worry, I'll take care of this level of service
  • Whether a task takes an hour or a month, you are responsible for seeing it through to 100% completion without being reminded

Requirements

  • Minimum 3–5 years in a Medical Mental Health Office Management or High-Level Executive Assistant role
  • Previous Mental Health experience is highly preferred
  • Advanced knowledge of QuickBooks, Google Workspace (Sheets/Docs), and Mental Health EHR software
  • Familiarity with CPT codes
  • Mental Health and Cardiology is a significant plus
  • Must be highly accessible and prompt in returning calls/messages
  • Must possess an optimistic can-do mentality, high emotional intelligence, and the ability to multitask in a fast-paced environment without losing your cool

Nice to have

Mental Health and Cardiology is a significant plus

What we offer

  • Competitive compensation and benefits package
  • HMO Day 1 + FREE dependent coverage
  • De minimis and allowances
  • Attendance bonus
  • Paid time offs
  • Company-provided work setup (laptop, monitor, accessories)
  • Training, career growth, and global exposure
  • A collaborative and supportive team culture
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