Mental Health, Behavioral Health Medical Virtual Assistant

🕒 4 days ago

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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

• 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.

🎯 Requirements

• 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)

🏖️ 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.