Behavioral Health Administrative Coordinator

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Winning Assistants LLC

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51 - 200 employees

At Winning Assistants, we help doctors, healthcare professionals, and business owners save time, cut costs, and scale their operations with highly skilled, HIPAA-compliant virtual assistants. Our VAs handle tasks like admin support, medical office management, marketing, and customer service, allowing you to focus on growth.

📋 Description

• Phone Call Management: Answer all inbound calls promptly and ensure no missed calls • Patient Intake & Scheduling: Manage new patient intake and coordinate appointments • Referral Processing: Handle referrals and ensure timely follow-ups • No-Show Follow-Up: Contact patients at least twice and send text reminders with proper documentation • Insurance Verification & Prior Authorizations: Accurately process and verify patient coverage • Speed-to-Lead Response: Follow up on new inquiries/referrals within 5 minutes (critical KPI) • Patient Support: Assist with patient questions, including basic clinical-related inquiries when appropriate • Objection Handling (Nice-to-Have): Comfortably handle basic patient concerns or hesitations over the phone • Team Collaboration: Participate in daily Zoom meetings with the team

🎯 Requirements

• HIPAA-trained and certified (required) • Proven experience in healthcare administrative tasks • Experience in behavioral health or mental health practices (preferred) • Ability to handle patient inquiries beyond scheduling (e.g., medication side effects, general clinical questions) • Excellent communication skills (clear spoken and written English required) • Strong consistency, accountability, and reliability • Critical thinking and problem-solving skills • Experience with multiple EHR systems (Valant experience preferred but not required) • Open to candidates with experience in other EHRs, as systems may transition to one integrated with HubSpot • Experience with RingCentral phone system (preferred) • Must be able to work during CDT business hours • Spanish bilingual ability (preferred but not required) • Ability to handle basic sales or patient objections over the phone • Must have relevant experience in a similar administrative or healthcare support role.

🏖️ 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.