Medical Virtual Assistant – Mental Health Practice

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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

• Front-End Patient Onboarding: Collect and verify new patient documents, including: • - Driver’s licenses or government-issued IDs • - Insurance information • - Consent forms • - Release of Information (ROI) forms • - Coordinate onboarding for patients coming through Grow Therapy and Headway • - Ensure all required documents are completed, uploaded, and properly stored • - Follow up with patients regarding missing documentation • Email Management & Patient Communication: • - Manage incoming emails and patient messages professionally and efficiently • - Respond to patient inquiries in a timely manner • - Utilize critical thinking rather than relying on excessive copying and pasting • - Communicate through Spruce and other approved communication channels • - Escalate clinical concerns appropriately when necessary • Scheduling & Appointment Management: • - Schedule, reschedule, and confirm patient appointments • - Maintain provider calendars accurately • - Coordinate appointment requests across multiple platforms • - Minimize scheduling conflicts and missed appointments • Additional Responsibilities (Future Implementation): • - Medical billing support • - Insurance verification and eligibility checks • - Prior authorization processing • - Lab order and fax coordination • - Claims follow-up and revenue cycle support

🎯 Requirements

• Previous experience as a Medical Virtual Assistant, Healthcare VA, or Medical Administrative Assistant • Experience with patient onboarding and document collection • Knowledge of insurance verification processes • Familiarity with prior authorizations and insurance benefits checks • Experience uploading, organizing, and obtaining signatures on documents using Adobe Acrobat or similar tools • Strong organizational and time-management skills • Ability to work independently with minimal supervision • Excellent written and verbal communication skills • Neutral English accent • Detail-oriented with strong follow-through • 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)

🏖️ 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.