Medical Virtual Assistant – Behavioral Health

• Manage new patient inquiries, primarily through email
• Coordinate intake scheduling and ensure patients receive timely responses
• Track new patient communication and follow up on unresolved intake items
• Maintain warm, professional, and clear patient communication
• Monitor paperwork and follow up on missing, incomplete, or pending documentation
• Organize patient intake information within the practice workflow
• Support copay collection and follow up on declined or denied credit card payments
• Track unresolved payment follow-ups and escalate issues when needed
• Manage the administrative email inbox and respond to routine emails
• Keep the inbox organized and ensure important messages are not missed
• Send faxes, review voicemails, and return calls when necessary
• Coordinate with the external biller on urgent insurance verification matters
• Follow up on new patient insurance paperwork and route or escalate documentation appropriately
• Provide general administrative support to reduce the practice owner’s workload

• Healthcare or Behavioral Health Administrative Experience: Highly preferred
• TherapyNotes Experience: Highly preferred; similar EHR/EMR experience may also be considered
• New Patient Intake & Scheduling Experience: Required
• Email & Inbox Management Experience: Required
• Patient Paperwork Follow-Up Experience: Required
• Payment or Copay Follow-Up Experience: Preferred
• Insurance Documentation Coordination: Required
• 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 for virtual meetings
• Quiet and professional work environment

• 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; paid time off is optional and only if offered by the client
• Access to Tools & Resources
• Optional Performance-Based Incentives; some clients may offer bonuses, incentives, or increased hours based on performance
• Optional contractor perks and client-approved allowances; not employee benefits