Behavioral Health Medical Virtual Assistant – Phone, Insurance, Scheduling

• Answer inbound patient calls and minimize missed calls
• Make outbound calls for patient and referral follow-up
• Assist with patient intake and patient-facing inquiries
• Receive and follow up on hospital referrals
• Maintain a professional and courteous phone presence
• Check incoming faxes through the Ooma VoIP system and follow up on referrals
• Verify patient insurance coverage and eligibility
• Assist with insurance-related patient workflows
• Handle and follow up on prior authorization requests
• Support co-pay collection and account balance management
• Schedule new and existing patients
• Coordinate scheduling for new patient referrals
• Reschedule cancellations and no-shows
• Help fill open appointment slots when cancellations occur
• Support both practice locations with schedule management
• Process patient letter requests
• Provide general administrative support as needed
• Attend daily team huddles
• Use Tebra (Kareo) for EHR-related workflows
• Use Ooma for phone and fax workflows
• Use Zoom and/or Google Meet for virtual communication
• Potentially conduct outreach to other clinics regarding behavioral health services later; not a current priority

• Previous healthcare experience, preferably in a patient-facing administrative or virtual assistant role
• Experience with insurance verification and prior authorizations
• Strong professional phone communication skills
• Comfortable handling inbound and outbound patient calls
• Ability to communicate professionally with patients and other healthcare offices
• Strong reliability and attendance; must be able to consistently attend daily huddles
• Honest, trustworthy, and dependable
• Hardworking, proactive, and able to think on your feet
• Must speak and write English clearly and professionally
• Must have relevant work experience
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory)
• Must be available to attend video meetings with camera on when required
• Reliable laptop or desktop computer
• Stable high-speed internet connection (minimum 25 Mbps)
• Noise-canceling headset
• Working webcam for virtual meetings
• Quiet and professional work environment
• Behavioral health or mental health experience highly preferred
• Experience with Tebra/Kareo preferred
• Experience managing patient scheduling, referrals, cancellations, and no-shows preferred
• Experience using Ooma or another VoIP phone system preferred
• Experience with co-pay collection or patient account balance follow-up preferred

• 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, including templates, workflow guides, productivity tools, and client-specific SOP support
• Optional Performance-Based Incentives, bonuses, incentives, or increased hours based on performance