Job Title: Medical Virtual Assistant — Behavioral Health
Position Type: Part-Time
Work Hours: 20 hours/week, Monday to Friday, Eastern Time
Flexible within the client’s business hours, as long as coverage includes 2 hours in the morning and 2 hours in the afternoon, with a break/rest period in between.
Preferred schedule is:
- 9:00 AM – 11:00 AM Eastern Time
- 2:00 PM – 4:00 PM Eastern Time
Work Days: Monday to Friday
Salary: $5 - $6 hourly depending on experience
About the Client & Role
Our client is a behavioral health and counseling practice supporting women through therapy and mental health services. They are seeking a reliable, detail-oriented Medical Virtual Assistant — Behavioral Health to help manage new patient inquiries, intake scheduling, paperwork follow-up, copay collection support, email inbox management, and general administrative tasks.
The ideal candidate has healthcare or behavioral health administrative experience, strong written communication skills, excellent attention to detail, and the ability to work independently without needing frequent check-ins.
Scope of Work / Responsibilities
New Patient Inquiries & Intake Scheduling
- Manage new patient inquiries, primarily through email.
- Coordinate intake scheduling and ensure patients receive timely responses.
- Track new patient communication and follow up on unresolved intake items.
- Maintain professional, warm, and clear communication with patients.
Patient Paperwork & Documentation Follow-Up
- Monitor new patient paperwork and ensure all required forms are complete.
- Follow up with patients regarding missing, incomplete, or pending documentation.
- Support accurate organization of patient intake information within the practice’s workflow.
- Help ensure patient documentation is complete before appointments move forward.
Copay Collection & Payment Follow-Up
- Manage copay collection support.
- Follow up on declined or denied credit card payments.
- Track unresolved payment follow-ups and escalate issues when needed.
- Maintain accurate documentation related to payment and copay follow-up tasks.
Email Inbox & Administrative Support
- Manage the administrative email inbox and respond to routine emails.
- Keep the inbox organized and ensure important messages are not missed.
- Send faxes as needed.
- Review voicemails and return calls when necessary.
- Provide general administrative support to help reduce the owner’s workload.
Insurance & External Biller Coordination
- Coordinate with the external biller on urgent insurance verification matters.
- Follow up on new patient insurance paperwork.
- Ensure insurance-related documentation is routed or escalated appropriately.
- Maintain professional communication with patients and billing partners.
Tools You’ll Use
- TherapyNotes
- Email and inbox management tools
- Faxing tools
- Practice communication platforms
- Other EHR/EMR or administrative systems as needed
Requirements
Experience Requirements
- Healthcare or Behavioral Health Administrative Experience: Highly preferred. Candidates with experience in therapy, mental health, behavioral health, medical administration, or patient intake support are strongly encouraged to apply.
- TherapyNotes Experience: Highly preferred. Candidates with TherapyNotes experience are strongly preferred, but strong experience with a similar EHR/EMR system may also be considered.
- New Patient Intake & Scheduling Experience: Required. Candidates must be comfortable managing patient inquiries, coordinating intake scheduling, and tracking follow-ups.
- Email & Inbox Management Experience: Required. This role is heavily email-based, so candidates must be comfortable managing an administrative inbox, responding professionally, organizing messages, and tracking unresolved items.
- Patient Paperwork Follow-Up Experience: Required. Candidates must be detail-oriented when reviewing patient forms, tracking missing paperwork, and following up on incomplete documentation.
- Payment or Copay Follow-Up Experience: Preferred. Candidates with experience following up on copays, declined payments, denied card transactions, or patient payment issues are encouraged to apply.
- Insurance Documentation Coordination: Required. Candidates should be comfortable coordinating with an external biller and following up on insurance-related paperwork when needed.
Performance Expectations
The ideal candidate should help support:
- Timely responses to new patient inquiries.
- Accurate intake scheduling and follow-up.
- Complete and organized patient paperwork.
- Strong email inbox management.
- Consistent copay and payment follow-up.
- Smooth coordination with the external biller.
- Reduced administrative workload for the practice owner.
Basic Requirements
- Must speak and write English clearly and professionally.
- Must have relevant work experience.
- Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
- Must be available to attend video meetings with camera on when required.
Technical Requirements
- Computer: Reliable laptop or desktop computer.
- Internet: Stable high-speed internet connection (minimum 25 Mbps).
- Audio: Noise-canceling headset.
- Video: Working webcam for virtual meetings.
- Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.
