Gladys Ruttoh

Detail-oriented and proactive Virtual Administrative Assistant with 2+ years of remote experience supporting healthcare and business operations. Skilled in calendar and appointment management, email and client communication, data entry, digital file organization, reporting, documentation, workflow coordination, and administrative support. Proficient in Microsoft Office 365, Google Workspace, CRM platforms, project management tools, and AI-powered productivity solutions.

Proven ability to manage multiple priorities, maintain accurate and confidential records, improve administrative workflows, and work independently with minimal supervision in fast-paced remote environments.

Healthcare Virtual Assistant & Medical Data Coordinator at MyMedGlobal (2025-01 – 2026-05)

• Managed provider records, referral documentation, data entry, and administrative workflows in a remote healthcare environment.
• Maintained 200+ confidential records with 98% accuracy, ensuring information was complete, organized, accessible, and properly maintained.
• Reviewed documentation and conducted quality checks that reduced record retrieval time by 35%, improving access to information for internal teams.
• Coordinated with cross-functional teams to improve referral and administrative workflows, contributing to a 25% improvement in team efficiency.
• Maintained accurate daily logs, progress reports, and documentation to provide stakeholders with timely visibility into ongoing activities.
• Prepared and submitted regulatory reports accurately and within required deadlines.
• Managed sensitive information with discretion while following established privacy, confidentiality, and compliance procedures.
• Supported multiple administrative priorities simultaneously while maintaining accuracy and meeting deadlines in a remote work environment.

Medical HR Assistant at Lasley General Hospital (2024-06 – 2025-01)

• Supported recruitment, onboarding, scheduling, documentation, and administrative coordination for clinical and administrative staff.
• Maintained employee records and credential information, ensuring documentation remained accurate, current, and accessible.
• Coordinated staff requirements across different shifts and supported administrative processes to maintain staffing coverage.
• Monitored compliance documentation and proactively tracked credential requirements to prevent lapses.
• Assisted with employee communication and resolution of workplace concerns, ensuring issues were addressed promptly and professionally.
• Supported staff training coordination and maintained records of mandatory training and performance requirements.
• Managed multiple administrative tasks and priorities while maintaining confidentiality and attention to detail.

Remote Dental Virtual Assistant at Sentara Healthcare (2023-06 – 2025-03)

• Provided remote administrative and customer support for orthodontic and general dentistry operations.
• Managed appointment scheduling, follow-ups, reminders, patient inquiries, and communication across phone, email, WhatsApp, and patient portals.
• Developed and supported an automated appointment reminder and recall workflow for 200+ active patients, contributing to a 35% reduction in patient no-shows.
• Coordinated more than 500 virtual patient check-ins, ensuring appointments and follow-up activities were properly documented and communicated.
• Maintained accurate patient records and administrative documentation within Dentrix and Open Dental, achieving approximately 99% record accuracy.
• Processed 800+ monthly insurance verification requests with 98% accuracy, ensuring timely administrative follow-up and reducing billing delays by approximately 40%.
• Monitored patient information and treatment-related updates, escalating issues to appropriate team members when necessary.
• Responded to patient inquiries and provided timely administrative support while maintaining professionalism and confidentiality.
• Managed multiple administrative workflows simultaneously in a fast-paced remote environment.

Bachelor of Business Administration in Business Administration – Moi University

Certificate in Medical Virtual Assistant – Kryptonite Academy