Mental Health Virtual Assistant, Patient 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

• Serve as the virtual front desk by answering incoming phone calls professionally and promptly. • Respond to patient emails and inquiries with excellent customer service. • Schedule, reschedule, and confirm patient appointments. • Maintain provider calendars and ensure efficient scheduling. • Verify patients' insurance benefits and eligibility. • Perform general healthcare administrative tasks and maintain accurate patient information. • Support daily clinic operations to ensure smooth workflow. • Conduct outbound calls to previous patients to encourage appointment scheduling. • Help re-engage inactive patients to improve provider schedules and practice growth. • Maintain professional, empathetic communication during outreach. • Assist with updating the practice's website as needed. • Support basic social media management and content updates. • Help maintain an engaging online presence to support practice growth. • Provide basic billing assistance when needed. • Support billing-related administrative tasks and be open to learning additional responsibilities as the practice grows.

🎯 Requirements

• At least 2 years of healthcare or medical virtual assistant experience. • Experience handling patient scheduling, appointment coordination, and administrative support. • Strong verbal and written English communication skills with a neutral, professional phone presence. • Excellent customer service and interpersonal skills. • Strong organizational and multitasking abilities. • Preferred: Experience supporting a mental health or behavioral health practice. • Preferred: Experience verifying insurance benefits. • Preferred: Exposure to medical billing processes. • Preferred: Experience conducting outbound patient calls or appointment reactivation campaigns. • Preferred: Familiarity with website or social media management. • Preferred Software & Tools: TherapyNotes (Ideal), RingRx (Ideal), Spruce Health, Weave, RingCentral, Nextiva, Dialpad, SimplePractice, Athena, AdvancedMD, eClinicalWorks, Kareo/Tebra, Practice Fusion, or other healthcare software; understanding of insurance eligibility workflows, Google Workspace, WordPress, Canva, Meta Business Suite (nice to have).

🏖️ 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.