General Virtual Assistant - IT and Admin

1. IT Systems Administration & Technical Support

• Manage, maintain, and troubleshoot company IT systems, software, email, accounts, and technical infrastructure.
• Administer user access, permissions, MFA, account recovery, software licenses, and vendor accounts.
• Maintain secure inventories of administrator accounts, credentials, system ownership, and recovery procedures.
• Resolve technical issues and coordinate with external vendors as needed.

2. Zoho Administration & Workflow Management

• Administer and troubleshoot Zoho applications, including Zoho Desk, Cliq, Workplace, Forms, Sheets, People, Campaigns, Sign, and other tools used by the organization.
• Manage user accounts, permissions, configurations, forms, templates, reports, workflows, automations, and integrations.
• Support staff with application issues and identify opportunities to improve efficiency through workflow optimization.

3. Website Development, Chatbots & Integrations

• Develop, customize, maintain, and troubleshoot company websites using HTML, CSS, and JavaScript, including responsive desktop and mobile designs.
• Manage website content, forms, scripts, chatbots, interactive features, and integrations with Zoho, CRM systems, scheduling tools, and marketing platforms.
• Support hosting, domains, DNS, SSL certificates, and content management systems.
• Test website updates, resolve functionality and performance issues, and apply appropriate security measures.

4. AI Tools & Workflow Automation

• Administer and support approved AI platforms, including ChatGPT, Claude, Microsoft Copilot, and Google Gemini.
• Develop and maintain AI-assisted workflows, prompts, integrations, and automations to improve documentation, research, administrative tasks, and operational efficiency.
• Assist staff in using AI tools appropriately and evaluate platforms for security, privacy, reliability, and compatibility.
• Enforce responsible AI usage and company privacy policies, ensuring PHI is never entered into AI platforms unless the platform and intended use are specifically approved and compliant with applicable HIPAA requirements.

5. Cybersecurity & Data Protection

• Monitor and troubleshoot website and system security concerns, including phishing, suspicious activity, and potential cyberattacks.
• Maintain appropriate access controls and coordinate incident response, remediation, backups, and recovery with technical specialists or vendors.
• Protect company and patient information through secure account management and compliance with applicable HIPAA requirements and organizational policies.

6. RingCentral & Communication Systems

• Manage RingCentral users, extensions, phone configurations, call routing, voicemail, and related communication settings.
• Troubleshoot service disruptions, maintain accurate user assignments, and coordinate with RingCentral support when needed.

7. Healthcare Systems, Insurance Portals & Referral Platforms

• Provide technical support for eClinicalWorks (eCW) and other practice management systems.
• Administer authorized access to insurance payer portals, Lyra, ComPsych, Zocdoc, Psychology Today, and related referral, scheduling, and provider-profile platforms.
• Troubleshoot account access and configuration issues, coordinate with vendors, and maintain accurate administrative information.
• Safeguard patient information and follow applicable HIPAA requirements and privacy procedures.

8. Social Media & Online Presence

• Manage social media accounts, login access, approved updates, online business listings, provider profiles, and directory information.
• Monitor online reviews and coordinate appropriate responses or follow-ups while ensuring patient confidentiality.

9. Vendor Accounts, Subscriptions & Receipts

• Maintain a centralized inventory of vendor accounts, subscriptions, billing contacts, receipts, authorized users, and renewal or cancellation dates.
• Track technology services, including RingCentral, AT&T, and other providers.
• Coordinate vendor support, account changes, renewals, and service cancellations.

10. Staff & Provider Onboarding and Offboarding

• Set up, update, and deactivate accounts across Zoho, RingCentral, eCW, email, insurance portals, and other company systems.
• Manage permissions, calendars, distribution groups, and user assignments when staff or providers join, leave, or change roles.
• Maintain onboarding/offboarding checklists a…