Mental Health Virtual Receptionist, Patient Care Coordinator

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Winning Assistants LLC

WebsiteLinkedInAll Job Openings

51 - 200 employees

💼 Consulting

📣 Marketing

📦 Logistics

Consulting • Marketing • Logistics

Winning Assistants LLC is a staffing and recruiting company that provides virtual assistants from the top 1% of the global talent pool. They specialize in helping doctors, healthcare professionals, and business owners save time, reduce costs, and scale operations with highly skilled, HIPAA-compliant virtual assistants. Their services include admin support, medical office management, marketing, and customer service, allowing clients to focus on growth.

📋 Description

• Answer incoming phone calls as the practice's dedicated virtual receptionist • Schedule, reschedule, and manage patient appointments and provider calendars • Track, coordinate, and follow up on medication refill requests • Respond promptly to patient emails and provide excellent customer support • Prepare support letters for schools and camps regarding psychiatric assessments and activity restrictions • Send manual appointment reminders until the transition to Healthy EMR is complete • Coordinate administrative tasks with the in-house biller • Perform accurate EMR documentation and patient data entry • Maintain organized and up-to-date patient records • Provide administrative and backend support for healthcare providers • Assist with onboarding, workflow documentation, and knowledge transfer during the EMR migration from DrChrono to Healthy EMR • Ensure compassionate, professional, and timely communication with patients and families • Help maintain smooth day-to-day practice operations through effective organization and workflow management • Serve as the primary point of contact by answering incoming patient calls • Coordinate medication refill requests and ensure timely communication with providers and patients • Manage provider calendars, appointment scheduling, reminders, and patient communications through phone and email

🎯 Requirements

• 3–5 years of experience working in the healthcare or medical industry • Previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, Medical Receptionist, Patient Care Coordinator, or Virtual Receptionist • Extensive experience handling high volumes of inbound phone calls • Excellent verbal and written English communication skills • Experience working in healthcare, mental health, or medical administrative environments • Experience with appointment scheduling, calendar management, and patient coordination • Ability to manage medication refill requests accurately and efficiently • Strong organizational, multitasking, and time management skills • Exceptional attention to detail • Fast learner who adapts quickly to new systems and workflows • Reliable, dependable, and highly accountable • Ability to maintain professionalism and confidentiality while working with high-profile patients • Compassionate, patient-focused, and comfortable communicating with children, adolescents, and families • Experience with Healthy EMR, DrChrono (highly preferred), or similar EMR systems • Must speak and write English clearly and professionally • Must have relevant work experience • Must provide an NBI Clearance and/or Local Police Clearance before onboarding • Must be available to attend video meetings with camera on when required • Reliable laptop or desktop computer • Stable high-speed internet connection of at least 25 Mbps • Noise-canceling headset • Working webcam • Quiet and professional work environment

🏖️ Benefits

• Dedicated HR & Contractor Support Team • Premium VPN Access (Optional) • HIPAA & Cybersecurity Training + Certification (Provided) • Top 1% VA Performance Training • Client-Approved U.S. Holidays • Client-Approved Paid or Unpaid Time Off • Access to Tools & Resources • Optional Performance-Based Incentives • Optional bonuses, incentives, or increased hours based on performance • Client-approved paid time off may be available, if offered by the client