Healthcare Admin Virtual Assistant Portfolio

Alawode Rokibat (Toyosi) | Medical VA & X-ray Technician | Lagos, Nigeria

EfficientAccurateCompassionate

Delivering exceptional healthcare administrative support so providers can focus on what matters most — patient care.

About Me

Alawode Rokibat (Toyosi)

Medical Virtual Assistant & X-ray Technician based in Lagos, Nigeria — bringing real clinical experience to remote healthcare administration.

RemoteFull-time / Part-time

Mission & Values

Helping healthcare providers run smoother operations so they can focus entirely on patient care.

  • Accuracy — Zero-error data entry standards
  • Confidentiality — HIPAA-aware handling of all records
  • Efficiency — Streamlined workflows that save time
  • Compassion — Patient-first mindset in every interaction

Core Services

A comprehensive suite of healthcare administrative services designed to keep your practice running seamlessly.

Patient Scheduling

Bookings, reminders, rescheduling & cancellations managed end-to-end.

Medical Records

Data entry, EMR updates & organised record management.

Email Management

Inbox management, patient communications & follow-ups.

Support Tickets

Patient query resolution via Freshdesk with canned responses & tagging.

CRM & Lead Management

Contact management & pipeline tracking via HubSpot.

Workflow Automation

Automated workflows built in Zapier to reduce manual tasks.

Tools & Platforms

Healthcare & CRM

HubSpot · Freshdesk · Zendesk

Project Management

ClickUp · Trello · Monday.com

Productivity

Google Workspace · Microsoft Office · Clockify

Automation & Outreach

Zapier · Apollo.io

Sample Work: Patient Scheduling & Appointment Management

What Was Built

A fully functional scheduling system in Microsoft Excel demonstrating real-world patient management capability.

  • Weekly schedule — 15 patients managed across a full work week
  • Monthly tracker — 20 patients for April 2026
  • Color-coded status — Confirmed, Pending, Cancelled, No Show
  • Tracked fields — Doctor, Department, Visit Type, Insurance, Follow-Up Date
  • Auto-calculated summary statistics for at-a-glance reporting

Sample Work: Ticket Management & CRM

Freshdesk — Support Tickets

  • Resolved 5 healthcare support tickets end-to-end
  • Used canned responses, private notes & EMR tags
  • Managed knowledge base articles and patient forums

HubSpot CRM — Pipeline

  • Managed 3 active deals in Sales Pipeline
  • Imported contacts via spreadsheet upload
  • Created segments, logged tasks & follow-ups
  • Managed a medical order valued at $1,000,000

Sample Work: Automation & Lead Outreach

Zapier Automations Built

Google Drive → WhatsApp folder reminder automation

Google Calendar → WhatsApp Zoom meeting reminder

New Patient Registration Form → Google Sheets auto-collection

Apollo.io Lead Outreach

10 verified Healthcare Administrator leads generated (MedCore Leads)

2-step personalised email outreach sequence built

Lead stages tracked: Cold → Approaching → Interested → Replied

8 sequences completed successfully

Sample Work: Project & Email Management

Project Management Tools

  • Trello — Medical Admin Workflow with 5 structured columns
  • ClickUp — Medical VA Operations workspace with calendar view
  • Monday.com — Weekly task tracker with priority flags
  • Clockify — Tracked 13+ billable hours across patient tasks

Email Management

  • Processed 15 emails with a 7-category label system
  • 100% resolution rate achieved
  • Created 5 appointment email templates:
ConfirmationReminderCancellationFollow-UpNo-Show

Why Hire Me?

Real Healthcare Background

Hands-on clinical experience as a licensed X-ray Technician — not just admin theory.

Multi-Tool Proficiency

Fluent across 9+ healthcare and productivity platforms — ready from day one.

Detail-Oriented

Zero-error data entry standards with thorough, consistent documentation practices.

Patient-Focused

Deep understanding of the sensitivity and confidentiality required in medical settings.

Fast Learner

Quickly adapts to new systems, workflows, and team environments with minimal ramp-up.

Reliable & Communicative

Always available, responsive, and committed to keeping your operations on track.

Let's Work Together!

Ready to support your healthcare practice with efficient, accurate and professional administrative services — remotely, reliably, and with compassion.

💼 Upwork

Available for hire on Upwork

📍 Location

Lagos, Nigeria — Remote Worldwide

🕐 Availability

Open to Full-time & Part-time remote roles

Book a discovery call today — let's discuss how I can bring efficiency and care to your healthcare practice.

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