Job Title: Mental Health Virtual Assistant – Patient Support & Billing Coordination
Position Type: Part-time
Work Hours: 9:00 AM – 2:00 PM EDT
Work Days: Monday – Thursday
Salary: $5 – $6 per hour (depending on experience)
Job Code: BP-BP
Workplace: Remote
Preferred Candidate Location: Philippines
Scope of Work / Responsibilities
We are looking for a highly organized and reliable Mental Health Virtual Assistant to support a busy private practice with phone management, patient onboarding, billing support, and administrative coordination.
This role is ideal for someone with experience in healthcare administration, medical billing support, and patient communication, especially within a clinical or mental health setting.
The VA will play an important role in helping streamline operations, improve patient responsiveness, and reduce administrative workload for the provider.
Primary Responsibilities
1. Phone Answering & New Patient Intake (Top Priority)
- Answer incoming calls using the Google Voice system
- Capture and assist new patients during initial inquiries
- Provide professional and patient-friendly phone support
- Help onboard new patients before their first appointment
2. Billing Support & Accounts Receivable (AR) Follow-Up
- Assist with back billing and AR collection follow-ups
- Help review denied claims and support billing managers with denials
- Provide billing-related information and documentation support
- Review older AR files and assist with collection efforts
3. Initial Client Setup & Administrative Support
- Set up new patient information in Simple Practice
- Upload scanned documents, forms, and fax files into the system
- Assist with scheduling and appointment coordination
- Maintain organized patient records and administrative workflows
Additional Responsibilities
- Manage appointment scheduling and follow-ups
- Conduct recall calls for previous patients when needed
- Assist with document scanning and file organization
- Support communication through WhatsApp, Google Meet, phone, and email
Systems & Tools Used
- Simple Practice (Required)
- Google Voice
- Google Meet
- WhatsApp
- Healthcare billing and documentation systems
Requirements
- Previous healthcare or clinical administrative experience preferred
- Experience with billing, insurance verification, or AR collections preferred
- Experience with Simple Practice is REQUIRED
- Mental health or behavioral health experience is a plus
- Previous virtual assistant experience preferred
Technical Skills
- Strong proficiency with Simple Practice
- Familiarity with Google Voice
- Comfortable managing documents and uploading files
Healthcare Administrative Knowledge
- Experience with patient scheduling and onboarding
- Familiarity with billing denials and healthcare administrative workflows
- Understanding of HIPAA compliance and patient confidentiality
Communication Skills
- Professional phone communication and patient interaction skills
- Comfortable handling real-time communication requests
- Responsive and reliable during work hours
Work Style
- Strong attention to detail
- Ability to multitask across phone support, billing, and admin work
- Able to work independently with minimal supervision
- Reliable and consistent in completing tasks accurately
Critical Requirements / Deal Breakers
No experience with Simple Practice
Poor responsiveness during work hours
Weak communication or phone skills
Inability to manage multiple concurrent tasks
Lack of reliability or consistency
Basic requirements
- Must be proficient in speaking and writing English very clearly
- Must have relevant work experience
- Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
- Must be available for video meetings with your camera on (when needed)
Technical requirements
- Device: Reliable laptop or desktop computer.
- Internet: High-speed connection (minimum 10 Mbps).
- Audio: Noise-canceling headset.
- Video: Webcam for virtual meetings.
- Workspace: Quiet, professional environment.
Benefits
- Dedicated HR & Contractor Support Team: Access to world-class support for questions, 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 handle 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 become a top-performing VA and increase long-term client retention.
- Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
- Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only 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 offer bonuses, incentives, or increased hours based on your performance.
These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.
