We are seeking a proactive, growth-minded Virtual Patient Growth & Administrative Coordinator to join our behavioral health practice. This is not a traditional virtual assistant or task-based administrative role.
The ideal candidate will combine patient coordination, administrative support, and business development skills to help grow the practice while delivering an exceptional patient experience.
You will be expected to take ownership, identify opportunities, solve problems, and make recommendations rather than simply wait for instructions. The right person will think like a practice owner and be comfortable working independently in a fast-paced, growth-oriented environment.
What We're Looking For
The successful candidate is entrepreneurial, resourceful, proactive, and accountable.
You don't wait to be given every task. You notice opportunities, take action, and follow through.
If you encounter a problem, you don't just say, "We have an issue." You think about why it happened, how it can be solved, and what we can do to prevent it from happening again.
This role is ideal for someone who enjoys having ownership, contributing ideas, and directly impacting the growth of a practice.
If you're looking for a role where you can make a real impact rather than simply complete a checklist of tasks, we'd like to hear from you.
Key Responsibilities
Practice Growth & Business Development
- Reactivate inactive and past patients through proactive outreach.
- Manage inbound inquiries and convert opportunities into scheduled appointments.
- Conduct outbound calls to physicians, hospitals, shelters, and other organizations to develop referral relationships.
- Build and maintain a consistent referral outreach pipeline.
- Track outreach activity, responses, referrals, and results.
- Identify opportunities to improve patient acquisition, retention, and referral generation.
- Follow up consistently with prospective referral sources and patients.
Patient Experience & Coordination
- Provide professional, compassionate, and patient-centered communication.
- Manage the patient journey from initial inquiry through scheduling and onboarding.
- Respond to patient questions and concerns promptly and professionally.
- Coordinate appointments and follow-ups while maintaining accuracy and attention to detail.
- Ensure patient information is complete and up to date.
Administrative & Insurance Support
- Verify patient insurance eligibility and benefits.
- Update patient demographics and insurance information.
- Maintain accurate patient records in SimplePractice.
- Support administrative workflows related to scheduling, onboarding, and patient documentation.
- Identify administrative issues and recommend practical solutions.
Problem-Solving & Process Improvement
- Take ownership of problems rather than simply reporting them.
- Proactively identify inefficiencies and opportunities for improvement.
- Recommend and implement better workflows when appropriate.
- Work independently and prioritize responsibilities without constant supervision.
- Take initiative when you identify something that needs to be done.
Requirements
Required Qualifications
- 2+ years of experience in medical administration, behavioral health, patient coordination, healthcare scheduling, or a related field.
- Experience with outbound calling and cold calling.
- Experience verifying insurance eligibility and benefits.
- Excellent spoken and written English communication skills.
- Clear, professional English with minimal accent.
- Strong interpersonal and patient communication skills.
- Excellent organization, follow-up, and time-management abilities.
- Strong problem-solving and critical-thinking skills.
- Comfortable working independently in a remote environment.
- Demonstrated ability to take initiative and ownership.
- Looking for a long-term career opportunity, not a short-term or stepping-stone position.
Preferred Qualifications
- Experience using SimplePractice.
- Previous experience in behavioral health.
- Sales, lead generation, or business development experience.
- Experience developing referral relationships with physicians, hospitals, shelters, or other healthcare organizations.
- Patient reactivation or retention experience.
- Bilingual English/Spanish skills.
- Experience working in a startup, small practice, or entrepreneurial environment.
Benefits
Please note that this is a full-time contractor position (40 hours per week) with a negotiable pay rate depending on skillset and experience. The schedule is Monday through Friday, from 8 AM to 5 PM EST.
