Administrative & Operations Virtual Assistant – Mental Health Practice

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🚗 Michigan – Remote

🚗 Michigan – Remote

⏳ Contract/Temporary

🟡 Mid-level

🟠 Senior

👨‍💼 Executive Assistant

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20four7VA

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2010

💼 Consulting

📦 Logistics

📣 Marketing

Consulting • Logistics • Marketing

20four7VA is a dedicated virtual assistant services company that provides customizable remote staffing solutions for businesses of all sizes. They offer a wide range of virtual assistant services, including administrative, business support, marketing, and technical assistance, helping clients to achieve efficiency and reduce overhead costs. With a robust team of skilled VAs, 20four7VA ensures that clients can focus on growing their business while their various needs are met by qualified professionals.

📋 Description

• Serve as the first point of contact for incoming phone calls, emails, website inquiries, and referrals • Answer calls professionally with empathy, compassion, and excellent customer service • Route calls and messages to the appropriate therapist or staff member • Respond to new client inquiries across multiple communication channels • Document all client communications accurately • Provide administrative assistance to current and prospective clients • Coordinate complete new client onboarding • Match prospective clients with therapists based on client needs, specialties, availability, and insurance compatibility • Schedule consultation and intake appointments • Create and maintain client records in the EHR system • Verify insurance eligibility and benefits before appointments • Ensure required intake documentation is completed accurately • Provide administrative support to the Practice Manager and Practice Owner • Support daily operational workflows, internal communications, follow-up activities, calendars, and scheduling systems • Assist with documenting office procedures and workflow improvements • Identify operational inefficiencies and recommend process improvements • Assist with insurance claims processing, claim follow-up, resubmissions, payment collection, insurance re-verifications, aging reports, and outstanding balances • Coordinate with insurance carriers, Medicare, Medicaid, third-party payers, EAPs, referral partners, court-mandated therapy programs, and billing consultants • Maintain accurate billing records and documentation • Maintain complete, accurate, and confidential client records • Ensure HIPAA compliance across communications and documentation • Handle protected health information confidentially and follow established policies and procedures

🎯 Requirements

• Previous experience in administrative or virtual assistant roles • Strong customer service and client communication experience • Excellent written and verbal English communication skills • Professional phone etiquette with a compassionate and empathetic approach • Strong organizational and multitasking abilities • Ability to manage multiple priorities while maintaining attention to detail • Experience scheduling appointments and managing calendars • Strong documentation and record management skills • Understanding of HIPAA regulations and confidentiality requirements • Ability to work independently with minimal supervision • Strong problem-solving and time management skills • Reliable internet connection and a quiet, private home office • Proficiency with email, phone, VoIP systems, calendar management software, Electronic Health Records, Microsoft Office, Google Workspace, Google Drive, insurance portals, Medicare, Medicaid, and commercial insurance platforms • Spruce and ChatGPT or other AI tools are preferred • Native or near-native English proficiency (Accent Preference: Level A–B) • Availability for 16 contracted hours per week on Mondays and Wednesdays, generally between 9 AM and 6 PM EST • Must operate as an independent contractor under a Master Services Agreement and Statement of Work

🏖️ Benefits

• Competitive rates • Weekly payments • Various open roles are available • Free training and upskilling • Constant support and guidance • A vibrant community always ready to support you • Opportunity to grow into a larger operational role with increased responsibilities and hours