Healthcare Administrative Assistant

Job Description

This is a remote position.

Company Overview

At Insight Therapy Solutions , we’re on a mission to make quality mental healthcare accessible to everyone. As a rapidly growing telehealth provider, we connect individuals with life-changing therapy and support. Now, we’re looking for a detail-driven and tech-savvy Healthcare Administrative Assistant to keep our client intake and sales operations running smoothly behind the scenes.

If you love organizing data, supporting efficient processes, and helping clients get matched with the right therapists, this role is for you.

Why Join Us

• 100% remote – work from home
• Room to grow – develop healthcare administration and CRM skills
• Purpose-driven work – your accuracy supports client care and smooth operations
• Collaborative team – supportive environment with growth opportunities

Perks & Benefits

The Role

As a Healthcare Administrative Assistant , you’ll work closely with our Healthcare Sales Manager to ensure client intakes, therapist schedules, and CRM data are accurate and up to date. You’ll help assign leads, monitor process compliance, and prepare performance reports that guide better decision-making.

This role is ideal for someone who’s organized, analytical, and ready to support a fast-paced, mission-driven healthcare team.

Key Responsibilities

Maintain and update CRM data for leads, clients, and intakes.

Review intake records for accuracy and ensure cancellations or missed leads are minimized.

Audit call logs and documents to ensure company policies and processes are followed.

Monitor therapist availability and specialties to support accurate client-therapist matching.

Assign leads and appointments in Calendly to Healthcare Sales Representatives.

Maintain and update therapist profile documents.

Prepare and organize daily, weekly, and monthly intake and performance reports.

Support the Healthcare Sales Manager with department trackers, files, and process documentation.

Suggest process improvements to boost accuracy and efficiency.

What We’re Looking For

Experience :

At least 1 year as an Administrative or Executive Assistant (healthcare or behavioral health background preferred but not required).

Skills :

Strong English communication (written and spoken).

Excellent organization, multitasking, and analytical skills.

Advanced proficiency in Google Sheets or Excel (formulas, pivot tables, data validation).

Tech Savvy :

Familiarity with CRM systems (Zoho CRM a plus).

Experience with Asana or other project management tools.

Comfortable with Google Workspace or Microsoft Office Suite.

Mindset :

Detail-oriented, reliable, proactive, and able to work independently in a remote setup.

Discreet and professional when handling confidential data.

Nice to Have :

Background in quality assurance or process monitoring.

Work Hours & Requirements

If you’re organized, data-driven, and excited to support a team making a difference in mental health, we’d love to hear from you.

Requirements

Skills / Knowledge : At least 1 year of experience as an Administrative or Executive Assistant (healthcare or behavioral health background preferred, but not required). Hands-on experience managing any CRM system (Zoho CRM experience is a plus) and any project management tool like Asana. Strong proficiency in Excel or Google Sheets (formulas, pivot tables, data validation). Highly organized, detail-oriented, and analytical. Excellent written and verbal English communication skills. Ability to multitask and manage competing priorities in a remote setup. Discreet and professional in handling confidential information. Experience in quality assurance or process monitoring is an advantage. Qualifications / Requirements : Proven ability to manage administrative and data-related tasks with minimal supervision. Strong technical skills in Google Workspace or Microsoft Office Suite. CRM experience is preferable but not required—must be willing to learn. Experience with Asana or any project management tool. Reliable internet connection (minimum of 10 Mbps). Desktop / Laptop with at least Intel Core i5 processor (or equivalent) and 8GB RAM recommended.