Mental Health, Behavioral Health Virtual Assistant

📋 Description

• Assist with the intake of patients, manage referrals, verify insurance, schedule appointments, and communicate with patients.

• Respond to and evaluate incoming patient referrals.

• Oversee the new patient intake process from the initial inquiry to the scheduling stage.

• Accurately input new patient information into the EMR/EHR system.

• Confirm patient insurance eligibility and benefits.

• Coordinate and arrange 15–20 minute consultation calls as well as full patient appointments.

• Professionally handle inbound phone calls and inquiries from new patients.

• Follow up with patients regarding appointment confirmations, cancellations, rescheduling requests, insurance details, and missing documents.

• Maintain compassionate and professional communication with patients in behavioral health.

• Organize and manage patient contact lists.

• Reactivate former patients when appropriate.

• Monitor and manage emails and administrative correspondence effectively.

• Support the maintenance of smooth daily operations within the clinic.

⛳️ Requirements

• Experience in a role such as Medical Virtual Assistant, Intake Coordinator, or a similar healthcare administrative position.

• Prior experience in the administration of behavioral health or mental health practices.

• Proficiency in new patient intake, referral management, and insurance verification.

• Familiarity with EMR/EHR systems (experience with Therapy Notes is a plus).

• Outstanding phone handling and patient communication abilities.

• Strong organizational skills and the ability to multitask effectively.

• High attention to detail and a professional demeanor.

• Capability to work independently while maintaining confidentiality.

• Must be proficient in clear spoken and written English.

• Relevant work experience is required.

• Ability to submit an NBI clearance and/or Local Police Clearance background check prior to onboarding [mandatory].

• Must be available for video meetings with the camera on when necessary.

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to exceptional support for inquiries, guidance, contract matters, and client communication.

• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.

• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently manage PHI for U.S. healthcare clients.

• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you excel as a top-performing VA and facilitate long-term client retention.

• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off based on the client's requirements and schedule.

• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client, with paid time off being optional and only if offered by the client.

• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to maximize your performance.

• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours dependent on your performance.