Here’s a quick video sharing why you may want to work with us!
I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.
If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!
My promise to you:
I provide a FUN working environment.
We are constantly learning new things.
We are a team who wants to be the best at what we do, which means you have the BEST teammates.
I ALWAYS pay on time.
I treat all of my team members with respect and love.
Here’s a quick video sharing why you may want to work with us! https://www.loom.com/share/bb3c5dbcf7df4547bd354a84db08cfa1?sid=9eee2f95-db86-4c9d-8fd8-db612dcbbc11
I’m Rhino Julie, and I LOVE building super teams to service our clients' needs.
If you love a challenge, love problem solving, love working with others (and also love working by yourself LOL), and it makes you happy when you overdeliver for clients, I want you on my team!
My promise to you:
*I provide a FUN working environment.
*We are constantly learning new things.
*We are a team who wants to be the best at what we do, which means you have the BEST teammates.
*I ALWAYS pay on time.
*I treat all of my team members with respect and love.
Client Overview:
Lindsay is a doctor and she is passionate about letting people take control of their health and feeling their best. She is looking for an awesome unicorn who can help her with operations and administrative tasks.
Client Requirements:
- Must be able to work 20 hours weekly
- Must be able to work any 4-hour block between 10am and 5pm Pacific Time (US)
- Must have strong written and verbal communication
- Must have excellent English grammar
- Highly organized, detail-oriented, proactive, and able to manage multiple priorities independently
- Must be proficient with Microsoft Outlook, Microsoft Excel, and others
- Must know basic bookkeeping (you will coordinate with Dr. Lindsay’s bookkeeper)
- Proficient in Zoom and knows how to make video tutorials
- Experience with Practice Better (EHR), GoHighLevel, and Flodesk is preferred but not required, as training can be provided.
- Using a Mac is a huge plus, as you will need the Preview tool for redacting information
- HIPAA certification is a plus!
Responsibilities/Tasks:
Must-Have Experience (Responsibilities You Must Be Proficient In):
These are the tasks the VA needs to handle independently and confidently from day one:
Admin and Reporting Support:
- Track daily financial activity (payments, declines, refunds) and maintain organized logs for review.
- Generate simple weekly reports on leads, conversions, and outreach activity.
- Assist in organizing feedback and tracking patient reviews.
Lead Management & Seminar Support
- Monitor incoming leads from seminars and interest forms.
- Accurately input and organize new leads across systems such as Flodesk, CRM platforms, and tracking sheets.
Communication Support
- Coordinate with Valerie (in-person administrative assistant) and update platforms/vendors to use the designated admin email instead of Dr. Lindsay’s personal email.
- Monitor and organize incoming emails and platform messages daily.
- Flag urgent or patient-related items for internal review.
- Follow up with patients
- Draft responses for approval or send pre-approved replies as directed by the team.
- Assist with discovery calls and coordinate scheduling for discovery call calendars.
Data Entry & System Management
- Input and update lead information across systems, including organizing GoHighLevel and adding new leads to Flodesk.
- Upload documents, Coach’s Notes, and completed forms into systems such as Vibility and Practice Better.
- Maintain accurate and up-to-date contact lists and databases, including coordinating account deactivations with the provider for approval.
- Ensure files, labs, and forms are properly stored and labeled within patient profiles.
- Update patient's recent activity and Coach’s Notes in Practice Better; training and guidance will be provided.
Workflow and Documentation
- Support the documentation, organization, and streamlining of internal workflows and processes, including ensuring patient information is current and all pre-appointment tasks are completed at least 48 hours in advance (labs uploaded, Coach’s Notes and Vibility updates completed, redacted forms sent to the provider, required paperwork signed, recent activity in Practice Better updated, and patient logs current).
- Redact labs and pre-wellness forms for provider review.
- Manage and support GLP-1 memberships, including order logistics, questionnaire distribution, and medication tracking.
- Coordinate lab results by flagging potential issues, updating patient profiles, sending redacted results to the provider, and notifying the team once complete results are ready.
- Assist in converting recurring tasks into clear SOPs and checklists.
- Help maintain and update operational documents and shared systems.
Content and Social Media Assistance
- Create newsletter templates.
- Provide support for social media content and engagement.
Nice-to-Have Experience (Responsibilities You Can Learn Over Time):
These tasks are valuable but can be trained on the job:
- Draft basic email campaigns or newsletters (Flodesk) for approval
- Assist in organizing content for patient communication and announcements
Pay and Benefits:
- Competitive hourly rates
- Wellness package
- Squad Breaks (paid time off)
- Quarterly performance bonuses
- Holiday and year-end bonuses
- Annual appraisal
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Our super cool hiring process:
- We have real people communicating with you and looking at your application!
- We PAY you to take a Paid Test for the client you're applying for to make sure you like the job and you have the skills for it.
- At any time, you can check out the other clients we have and ask to take Paid Tests for them, as well!
Please note that there is a 1-time Profile that you will help us fill out before the Paid Test. This profile will be sent to our clients, along with your Paid Test results. We value you as a person, and we value your time. Once you're in with Rhino Squad, you're IN, and you have lots of job opportunities available to you. So we appreciate your help in preparing your details to present to our clients.
IMPORTANT: Do not book on Rhino Julie's client booking page, this causes our potential clients to be unable to book sales calls with her. We love your enthusiasm, but Rhino Julie's job is to get clients for our virtual assistants to get their dream jobs. Our recruitment teams job is to take care of our applicants and help them match with their dream job. So, please apply here for your dream job and we will invite you for an interview if your qualifications match the job you're interested in. We cannot stress how important it is to leave her calendar open for her client calls.