Mental Health / Behavioral Health Virtual Assistant – Receptionist

📋 Description

• Assist in daily operations and coordination of patient activities.

• Respond to incoming calls efficiently (within 3–4 rings).

• Professionally manage multiple calls at the same time.

• Deliver outstanding customer service with a warm and courteous attitude.

• Dispatch appointment reminders.

• Follow up on missed appointments and no-shows.

• Address patient inquiries via phone, email, messaging applications, and CRM systems.

• Oversee provider calendars and schedule appointments.

• Manage appointment rescheduling with efficiency.

• Conduct intake for new clients.

• Verify and organize patient data effectively.

• Coordinate scheduling according to provider availability.

• Generate reports using AdvancedMD.

• Create billing summary reports utilizing Excel/MS Office.

• Assist in maintaining streamlined scheduling workflows.

• Support billing turnaround times (24–36 hours post client visits).

• Help alleviate the administrative burden on the front desk team.

• Keep missed-call rates low.

• Effectively manage daily intakes and rescheduling tasks.

• Exhibit proactive work habits during idle periods.

• Uphold professionalism and responsiveness consistently.

⛳️ Requirements

• Prior experience in a Behavioral Health / Mental Health setting.

• Proficiency in AdvancedMD (MUST HAVE).

• Exceptional English communication skills with little to no accent.

• Strong multitasking and organizational abilities.

• Experience in managing high-volume phone calls.

• Capability to work independently and take initiative.

• Professional, compassionate, and patient-centered approach.

• Must be able to speak and write in English clearly and effectively.

• Relevant work experience is required.

• Must submit an NBI clearance and/or Local Police Clearance background check before starting [mandatory].

• Availability for video meetings with camera on (when necessary).

• Device: A dependable laptop or desktop computer.

• Internet: High-speed connection (minimum 10 Mbps).

• Audio: Noise-canceling headset required.

• Video: Webcam for virtual meetings required.

• Workspace: A quiet and professional environment is essential.

🏝️ Benefits

• Dedicated HR & Contractor Support Team: Access to exceptional support for inquiries, guidance, contract issues, 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 enhance long-term client retention.

• Client-Approved U.S. Holidays: Contractors can take U.S. holidays off based on client needs and schedules.

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

• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.

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