Virtual Assistant – Patient Care Coordinator, Outpatient Mental Health

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

📋 Description

• Act as the main point of contact for patients and their families seeking outpatient mental health services.

• Handle approximately 10 phone calls each day, which includes scheduling appointments, addressing patient inquiries, and responding to general intake questions.

• Daily monitor, triage, and manage the central practice email inbox.

• Initiate, track, and complete 1 to 2 insurance prior authorizations on a daily basis.

• Coordinate lab orders, requisitions, and diagnostic results with Quest Diagnostics.

• Facilitate administrative communications among providers, pharmacies, external labs, and patients.

• Manage patient charts, scheduling calendars, intake documentation, and clinical administrative tasks within the Charm EHR system.

• Collaborate with the Headway billing team on patient billing specifics, updates to insurance profiles, and claims management.

• Keep accurate records and proactively follow through on operational checklists.

• Provide support to the core lead provider and per diem clinician for a panel of over 300 patients.

⛳️ Requirements

• Practical experience with Charm EHR or comparable behavioral health/outpatient EMR platforms.

• Knowledge of Headway billing processes.

• Proven experience in submitting and tracking insurance prior authorizations for outpatient medications or clinical care.

• Background in managing diagnostic lab ordering and tracking through Quest Diagnostics or similar lab networks.

• Outstanding verbal and written communication skills in English.

• An empathetic and patient demeanor appropriate for mental health care.

• A high level of self-organization and comfort in managing ongoing administrative tasks independently.

• Ideally seeking female virtual staff.

🏝️ Benefits

• Competitive salary and comprehensive benefits package.

• Opportunities for professional development and growth within the organization.

• Flexible work hours and remote work options.

• Supportive team environment focused on mental health and wellness.