Behavioral Health Medical Virtual Assistant – Referrals, Prior Authorization, Prescriptions

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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

• Serve as the primary point of contact for patients and healthcare-related communications. • Handle inbound and outbound phone calls, emails, faxes, and EMR chat messages professionally and efficiently while ensuring patients receive timely support and accurate information. • Schedule patient appointments and maintain an organized provider schedule to maximize productivity and patient volume. • Ensure scheduling accuracy while balancing urgent requests, follow-ups, and referrals. • Provide administrative support to ensure smooth daily operations and efficient patient care coordination. • Assist with insurance-related processes, claims review, and documentation management. • Manage multiple responsibilities simultaneously while maintaining composure, professionalism, and attention to detail in a fast-paced environment. • Determine which concerns require immediate provider attention. • Prioritize urgent patient matters appropriately and escalate issues when necessary.

🎯 Requirements

• MUST have prior experience working in behavioral health or mental health • Previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, or Healthcare Support Specialist is REQUIRED • Strong understanding of healthcare administrative workflows and patient coordination • Experience using Electronic Health Record (EHR) or Electronic Medical Record (EMR) systems is REQUIRED • Optima experience is highly preferred • Candidates with extensive EHR/EMR experience from other systems are welcome to apply • Basic to intermediate knowledge of claims coding and healthcare claims processing • Experience with insurance verification, authorizations, and billing-related workflows • Understanding of accurate claims handling and its impact on practice cash flow • Strong verbal and written English communication skills • Professional and compassionate patient interaction • Ability to communicate effectively with providers, patients, pharmacies, and insurance companies • Strong multitasking and organizational skills are REQUIRED • Ability to prioritize tasks efficiently in high-volume situations • Strong problem-solving, decision-making, and critical-thinking abilities • Ability to remain calm and productive under pressure • Reliable, consistent, and dependable attendance • Ability to work independently with minimal supervision • Strong sense of urgency and accountability • Detail-oriented and proactive approach to work • Ability to adapt quickly and support a growing practice • 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) • Device: Reliable laptop or desktop computer. • Internet: High-speed connection (minimum 10 Mbps). • Audio: Noise-canceling headset. • Video: Webcam for virtual meetings. • Workspace: Quiet, professional environment. • Proficient with basic office and communication tools • Comfortable using VOIP phone systems (UMA VOIP experience is a plus)

🏖️ 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.