Clinic Administrative Assistant (FT)(Birdsong Clinic)

Location: 3100 Shore Dr. Virginia Beach, VA 23451
Reports to: Clinic Manager
FLSA: Non-Exempt (Hourly)
Schedule: Full Time; Monday - Friday 8:00a-4:30p

About Us

Founded in 1982, Westminster-Canterbury on Chesapeake Bay is a not-for-profit, faith-based Life Plan Community. Located along the southern shore of Chesapeake Bay, our scenic, resort-style campus is home to a vibrant community of residents and staff who share a passion for service, joy, and well-being.

Our mission? Enriching lives through the power of purpose, belonging, and wellness.

We live our values every day:

• Respect for every person
• Passion for what we do
• Professionalism in all we do

Apply today and help us bring wellness, joy, and energy to the heart of our community!

At Birdsong Clinic, we believe that healthcare is a true partnership. We pride ourselves on fostering a work environment where every voice is heard, from the front desk to the exam room. We are looking for dedicated professionals to join our close-knit team—a place where "care" is an active verb and a core value. As a vital part of our patient-centered atmosphere, you will contribute to each patient’s journey within a supportive and collaborative environment. We offer a steady pace and a team that provides mutual support through every shift.

At Birdsong, we don’t just treat symptoms; we care for people. We invite you to join us in providing compassionate, comprehensive care to our community.

To learn more: https://www.wcbay.com/services/birdsong-clinic/

The Clinic Administrative Assistant supports the Birdsong Clinic by assisting the team with patient management, answering phones, verifying insurance, scheduling appointments, preparing documentation and charts in the EHR/EMR, and communicating messages to staff and residents. The ideal candidate is detail-oriented, able to multitask, proficient in Google Applications and EHR/EMR systems, personable, a team player, and demonstrates professional etiquette. All team members are expected to model the clinic’s core values of respect, passion, and professionalism, while holding others to the same standard.

What You’ll Do In This Role

• Open and close clinic based on designated clinic hours.
• Answer and triage incoming telephone calls and in-person inquiries.
• Manage patient check-in and check-out processes.
• Oversee clinical scheduling for providers, nurses, and outside partners.
• Prepare and maintain calendars, newsletter articles, resident forms, and brochures/flyers.
• Provide support for patient management by preparing necessary forms/documents, obtaining notes and reports, faxing results, and uploading to EHR.
• Schedule all appointments in the EHR system, take messages or refer to the appropriate person and/or department.
• Verify and document current insurance information, identify primary and secondary coverage, and upload details into the EHR system.
• Order office supplies.
• Prepare and distribute in house and outgoing mail.
• Maintain telephone listings for staff, doctors, and emergency numbers.
• Schedule and coordinate appointments with labs, mobile imaging services, and external vendors.
• Partner with internal teams/departments to manage resident appointment scheduling.
• Monitor the schedule and inform providers of patient arrivals or delays.
• Participate in meetings and committees as necessary, ensuring the Clinic Manager stays informed on important clinic matters
• Perform other duties as assigned.

Core Competencies

• Demonstrate good judgment and maintain a patient, calm approach.
• Consistently dependable and follow through on responsibilities.
• Complete work thoroughly with a high level of precision.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Occasional standing, walking, bending, or reaching as needed for office tasks.
• Ability to lift, carry, or move office materials or equipment up to 10–25 pounds.

The Experience You’ll Bring

Required

• High school diploma or GED required.
• At least one year of Administrative or Clerical experience.
• Strong verbal and written communication skills with professional phone etiquette.
• Proficient with Google Applications and EHR/EMR Systems.
• Strong customer service background.
• Flu-Vaccinated

Preferred

• Associates degree or certificate training program in related fields.
• At least one year of experience in a clinical setting.
• COVID-19 Vaccinated. As of now, the 2025–2026 COVID-19 vaccine formulation is being distributed to providers and pharmacies; however, it has not yet received official approval from the CDC. In Virginia, pharmacists may administer COVID-19 vaccines under the Virginia Board of Pharmacy’s statewide protocols or with a direct order from a licensed medical provider. We encourage all new hires to consult with their healthcare provider regarding the most current vaccination recommendations. Please be aware that, depending on future CDC guidance or regulatory updates, we may require proof of the most recent COVID-19 vaccination as part of our ongoing commitment to health and safety.

Compensation & Benefits

• Compensation Range: $21.79 - $26.15/Hourly (based on relevant experience)
• Full-Time Employee (and eligible Part-Time Employee) Benefits & Perks Include:
  • Medical, Dental, Vision Insurance (Available Day One!)
  • Life & Disability Insurance (Short- and Long-Term)
  • Retirement Plan with Employer Match
  • Paid Time Off (PTO) & 6 Paid Holidays (+ 2 Floating Holidays)
  • Tuition Assistance + Scholarships for You & Your Family
  • Employee Assistance Program (EAP)
  • Legal/Identity Theft Protection Plans
  • Team Member Discounts
  • Career Growth & Leadership Development Opportunities

Employment with our organization is “at-will,” meaning that either the employee or the employer may terminate the employment relationship at any time, with or without notice, and for any reason not prohibited by law.

Equal Employment Opportunity Statement
We are an equal opportunity employer and are committed to creating an inclusive and diverse workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected characteristic as outlined by applicable laws.