Administrative & Operations Virtual Assistant – Mental Health Practice

This is a fully remote position, open to applicants in Michigan.

📋 Description

• Act as the initial point of contact for incoming phone calls, emails, website inquiries, and referrals.

• Handle calls with professionalism, empathy, compassion, and outstanding customer service.

• Direct calls and messages to the corresponding therapist or staff member.

• Address new client inquiries through various communication channels.

• Accurately document all client communications.

• Provide administrative support to both current and potential clients.

• Oversee the complete onboarding process for new clients.

• Match prospective clients with therapists based on their needs, specialties, availability, and insurance compatibility.

• Schedule consultation and intake appointments.

• Create and maintain client records within the EHR system.

• Confirm insurance eligibility and benefits prior to appointments.

• Ensure that necessary intake documentation is accurately completed.

• Offer administrative assistance to the Practice Manager and Practice Owner.

• Support daily operational workflows, internal communications, follow-up activities, calendars, and scheduling systems.

• Help document office procedures and suggest improvements to workflows.

• Identify operational inefficiencies and propose process enhancements.

• Assist with processing insurance claims, following up on claims, resubmissions, payment collection, insurance re-verifications, aging reports, and outstanding balances.

• Collaborate with insurance carriers, Medicare, Medicaid, third-party payers, EAPs, referral partners, court-mandated therapy programs, and billing consultants.

• Maintain precise billing records and documentation.

• Keep complete, accurate, and confidential client records.

• Ensure HIPAA compliance in all communications and documentation.

• Handle protected health information with confidentiality and adhere to established policies and procedures.

⛳️ Requirements

• Prior experience in administrative or virtual assistant positions.

• Strong background in customer service and client communication.

• Excellent written and verbal communication skills in English.

• Professional phone etiquette coupled with a compassionate and empathetic demeanor.

• Strong organizational and multitasking skills.

• Ability to manage multiple priorities while maintaining a keen attention to detail.

• Experience in scheduling appointments and managing calendars.

• Strong skills in documentation and record management.

• Understanding of HIPAA regulations and confidentiality requirements.

• Capability to work independently with minimal supervision.

• Strong problem-solving and time management abilities.

• Reliable internet connection and a quiet, private home office setting.

• Proficiency in email, phone, VoIP systems, calendar management software, Electronic Health Records, Microsoft Office, Google Workspace, Google Drive, insurance portals, Medicare, Medicaid, and commercial insurance platforms.

• Familiarity with Spruce and ChatGPT or other AI tools is preferred.

• Native or near-native English proficiency (Accent Preference: Level A–B).

• Availability for 16 contracted hours per week on Mondays and Wednesdays, typically between 9 AM and 6 PM EST.

• Must function as an independent contractor under a Master Services Agreement and Statement of Work.

🏝️ Benefits

• Competitive compensation rates.

• Weekly payment schedule.

• A variety of open roles available.

• Free training and upskilling opportunities.

• Continuous support and guidance.

• A dynamic community always ready to assist you.

• Potential to advance into a larger operational role with increased responsibilities and hours.