Growth happens when a business is built on systems that keep everything running smoothly.
Your trusted Virtual Assistant partner for seamless operations and compassionate support because every detail matters.
I'll help businesses stay financially organized, operating and professional stay focused - by handling details with precision and reliability. I deliver accurate, timely and client-focused support that saves you time, reduces stress and let you focus on growth and care.
Trusted by remote teams across the US, Canada and Asia.
ACCOUNTING CLERK & OPERATIONs ADMIN VA
MEDICAL VA
Core services
The details i take care so you dont have to
manage the day-to-day operational and accounting details, giving you clear visibility and more time to focus on growth.
Operations Admin
I handle the day-to-day admin and operational details, keeping everything structured, updated, and running smoothly.
Inbox Management (labeling, sorting &template)
Data Entry
Calendar Management
Managing incoming messages and communications
File organization and cloud storage using (SharePoint, Google Drive & Dropbox)
Managing CRM's (HubSpot, Go High Level & Salesforce)
Editing PDF, Scanned Files & Reporting
Monitoring project timelines ensuring smooth execution using ASANA, Planner, Trello & Notion
Coordinating schedules and task deliverables
Accounting Clerk Admin
I manage accounts payable and receivable, handle invoicing and payment processing, and keep financial records accurate and up to date—ensuring smooth, reliable accounting operations.
Data Entry for Accrued Liability
Issue vouchers to facilitate vendor payments
Audit statements to prevent missed payments to vendors
Monitor and follow up on client invoices past their due date
Oversees payment processing via electronic and card-based methods
Updates account payables contact information
Edit PDF Bank Forms request for direct deposits and electronic fund transfer
Medical Receptionist Support
I provide reliable clinic administrative support—managing patient scheduling, assisting with prescriptions and medical records, coordinating referrals, and handling patient inquiries—ensuring smooth, HIPAA-compliant operations.
Handles patient scheduling, cancellations, and calendar organization efficiently
Coordinate peer-to-peer appointments for the doctor
Facilitate patient prescription refills by reaching out to pharmacies and sending medical documentation to the doctor and PA
Assist with transmitting progress notes and medical records to providers and Workers’ Comp, maintaining HIPAA standards, and checking referrals prior to scheduling
Help manage the clinic’s call center, addressing patient questions and forwarding non-medical calls to the appropriate internal team
Explore my toolbox
Operations & Accounting System and Softwares
Medical System & Softwares
Selected work
Portfolio snapshots
Proven track record of long-term partnerships with business leaders and operational teams in my previous client.
Audit statements to prevent missed payments to vendors
Situation:
Due to high volume of order and purchases, the company couldn't deny that there were missed invoices that are missed for payment for the vendor.
Action Taken:
Assist clients by cross-checking company statements and invoices to ensure no payments are missed, preventing interest charges. When discrepancies are found, create vouchers and forward them to Accounts Payable head for the next payment cycle. For any pending invoices, we ask the operation to get back to the vendor for investigation and clarification. Once resolved, we will endorse it for the next payment cycle. By doing such. It provides a great improvement with our accounting flow and credit relationship to our vendor.
Monitoring project timelines ensuring smooth execution
Situation:
Proactive communication is a core brand promise, with the ongoing challenge of keeping clients informed about order progress.
Action Taken:
I manage client order communications, providing updates on processing, shipping, estimated arrival, delays, and warranty issues. To uphold the core brand promise, I ensure that clients receive timely updates regarding any changes to their orders. Using the CRM system, I track progress weekly, including schedules, tasks, and deliverables, and I make sure to send bi-weekly updates until the project is completed. By providing consistent, proactive communication, I help present a professional image for the company and foster a sustainable, reliable relationship with our clients. y support helps create a positive impression, encouraging clients to continue doing business with us.
Medical Receptionist / Call Center
Situation:
The clinic requires a person to manage their call center line for patient inquiries and scheduler for exisiting patient.
Action Taken:
With a vast knowledge with healthcare system in the US handling Medicare, Medicaid and Commercial Plan, I handled patient appointments, cancellations, and calendar organization, coordinated peer-to-peer sessions for the doctor, and facilitated prescription refills by liaising with pharmacies and sending medical documentation to the doctor and PA. I also assisted with transmitting progress notes and medical records to other providers and Workers’ Comp while ensuring HIPAA compliance, and verified referrals prior to scheduling. Additionally, I managed the clinic’s call center, addressing patient inquiries and forwarding non-medical calls to the appropriate internal team—helping the clinic operate smoothly and provide a seamless patient experience. This helps the clinic caters patient needs handling more than 40 calls per day.
Sorting & Oganizing Bank Informations
Situation:
The department had a large volume of files and documents scattered across multiple locations, making it difficult to retrieve information efficietnly. There was no standardized filing system in place which often led to delays, duplication of work and challenges in tracking document history
Action Taken:
To address this, I supported the client in restructuring and organizing their document management system using SharePoint. I created a centralized folder structure arranged alphabetically (A–Z) based on vendor names, allowing for quicker and more intuitive navigation when searching for specific documents.
Within each vendor folder, I further organized files by year, ensuring that documents are properly categorized according to when they were received or created. This layered structure not only improves accessibility but also helps in identifying outdated or inactive records more efficiently.
As a result, the system became more streamlined, reducing time spent searching for documents and improving overall workflow accuracy. This also ensured better record-keeping, making it easier for the team to track, review, and manage documents moving forward.
Power Automation
Situation:
We are sending large number of emails every day communicating with the client of the company. And doing such one step at a time it will take forever.
Action Taken:
To save time and focus more on major tasks, we utilized workflow mail merge to improve efficiency, accuracy, and organization. It ensures that all recipients receive structured and accurate information, minimizing errors and miscommunication. Integrating mail merge into the workflow also helps keep records of sent communications, making it easier to track follow-ups and responses.
Packages
Simple monthly support plans
No long contracts. We start with a clear scope, meet weekly or bi‑weekly, and adjust as your priorities change.
About Johnny
Steady, methodical, and strategically forward-thinking.
I've worked with international clients for over 5 years' combined experience in customer service, administrative operations & accounting. I specialized in streamlining workflows, coordinating tasks and ensuring accurate and timely communication accross teams.
Key Skills:
- Workflow Optimization
-Task Coordination & Tacking
- Document & File Management
- Professional Communication
- Problem Solving & Proactivity
Simply put, I make operation smoother, enabling teams and clients to focus on what matters most.
How we’ll work
A simple 3‑step onboarding
We keep onboarding light and practical, so you see value in the first week—not in month three.
1. Discovery call
30–45 minutes to understand your role, your tools, and what “great support” looks like for you today and 90 days from now.
2. Scope & setup
We define weekly hours, access needs, and your top 3 priority areas. I document a simple working agreement and first‑month plan.
3. First working week
We start with a focused, low‑risk set of tasks. You receive structured updates, and we refine communication and expectations together.
Dare to Care: Johnny is always interested in supporting whenever he can and diligent about finding out more to support the team. Progress Over Perfection: Johnny has a willingness to move forward with his tasks and as he progresses in his role we will work on recognizing opportunities to enhance processes and continue growing together as a team. We Not Me: Johnny is always respectful and has a positive and happy persona that cultivates a positive space where teamwork can occur. Proactively offers if he is able to support. Built for Connection: Cultivates professional safe spaces for the team to be their best and has created great relationships with his peers.
John & Cherry are doing great. I am happy with them. This is after the staff restructuring on site. and the Dr. Catalyst Team Handled all referral tasks while concurrently boosting phone support
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Next step
Tell me what you need help with
Share a brief overview of your role, your current challenges, and what ideal support looks like. I’ll reply within one business day with suggested next steps and a link to schedule a discovery call.
Email: [email protected] (for direct inquiries)
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© 2026 Johnny Pretila. Virtual Assistant Portfolio.
Based online • Working with clients worldwide