Complete patient intake coordination from start to finish
Collect and document patient information accurately
Update and maintain patient records within Practice Better
Ensure all intake documentation is complete and organized
Answer incoming phone calls and manage patient inquiries professionally
Conduct non-clinical consultations and patient outreach calls
Follow up with referred patients and manage referral workflows
Coordinate communication between patients and providers
Provide compassionate and trauma-informed support during sensitive conversations
Verify insurance eligibility, benefits, and coverage details
Communicate insurance information clearly to patients
Ensure accuracy in insurance verification and documentation
Schedule appointments and manage provider calendars
Set up meetings via Zoom and Google Meet
Monitor and respond to emails promptly
Track outstanding tasks, referrals, and follow-ups
Handle receptionist and front desk administrative duties
Assist with executive assistant and general administrative support
Support day-to-day clinic operations and workflow management
Maintain HIPAA-compliant handling of all patient information
Document patient interactions accurately and thoroughly
Maintain confidentiality and professionalism at all times

Experience with healthcare administration, patient intake, and insurance verification
Strong phone communication and customer service skills
Compassionate, empathetic, and trauma-informed communication style
Excellent organizational and time management skills
Strong attention to detail and follow-through
Ability to multitask and prioritize effectively in a fast-paced environment
Professional, reliable, and accountable
Strong written communication and email management skills
Ability to work independently and proactively solve problems
Comfortable handling confidential patient information in a HIPAA-compliant manner
Preferred Qualifications
Familiarity with reproductive mental health, pregnancy loss, stillbirth, infertility, or postpartum support
Experience working with EHR systems, preferably Practice Better
Previous experience supporting healthcare or mental health practices
Spanish-speaking ability
Experience with Zoom, Google Meet, and virtual healthcare operations
Clear, neutral English communication with minimal accent

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.

Medical Virtual Assistant – Reproductive Mental Health

Key skills