Assist with patient intake, referral management, insurance verification, appointment scheduling, and patient communication.
Respond to and vet incoming patient referrals.
Manage the new patient intake process from initial inquiry to scheduling.
Enter new patient information accurately into the EMR/EHR system.
Verify patient insurance eligibility and benefits.
Coordinate and schedule 15–20 minute consultation calls and full patient appointments.
Handle inbound phone calls and new patient inquiries professionally.
Follow up with patients regarding appointment confirmations, cancellations, rescheduling requests, insurance information, and missing documents.
Maintain compassionate and professional communication with behavioral health patients.
Manage and organize patient contact lists.
Reactivate previous patients when appropriate.
Monitor and manage emails and administrative correspondence.
Assist with maintaining smooth daily clinic operations.

Experience working as a Medical Virtual Assistant, Intake Coordinator, or similar healthcare administrative role
Previous experience in behavioral health or mental health practice administration
Experience with new patient intake, referral management, and insurance verification.
Familiarity with EMR/EHR systems (Therapy Notes experience is a plus)
Excellent phone handling and patient communication skills
Strong organizational and multitasking abilities
High attention to detail and professionalism
Ability to work independently and maintain confidentiality
Experience in customer service, appointment setting, or patient coordination (Preferred)
Background in healthcare scheduling or medical office support (Preferred)
Comfortable handling high volumes of patient inquiries.
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).

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.

Mental Health, Behavioral Health Medical Virtual Assistant

Key skills