Behavioral Health Medical Virtual Assistant – Scheduling, Patient Intake

• Answer inbound patient calls professionally and clearly.
• Gather and accurately document patient information and inquiries.
• Assist new and existing patients with appropriate non-clinical questions.
• Follow up promptly on patient inquiries and appointment requests.
• Identify requests that can be handled independently versus those requiring provider escalation.
• Schedule, confirm, and update patient appointments.
• Manage multiple calendars and scheduling sources.
• Prevent double bookings and help resolve scheduling conflicts.
• Manage appointment notifications and scheduling changes.
• Monitor email and referral channels for new patient inquiries and referrals.
• Follow up with prospective patients and referral requests.
• Collect patient information and coordinate paperwork and forms.
• Move prospective patients through intake into booked appointments.
• Verify patient insurance eligibility and coverage.
• Support prior authorization workflows.
• Screen and route medication refill requests.
• Triage patient messages and escalate appropriately to the provider.
• Maintain accurate patient information and documentation in eClinicalWorks.

• Experience as a Medical/Healthcare Virtual Assistant or in a similar healthcare support role.
• Experience handling inbound patient calls and patient-facing communication.
• Strong spoken and written English.
• Strong patient scheduling and calendar management skills, including experience preventing or resolving double bookings.
• Experience with eClinicalWorks or similar EHR/EMR systems.
• Experience using Google Calendar, including coordinating appointments across integrated scheduling systems.
• Experience using RingCentral or similar phone systems for patient calls and communication.
• Familiarity with patient intake, insurance verification, and prior authorization workflows.
• Ability to appropriately triage and escalate patient or clinical messages.
• Strong attention to detail when handling patient information, referrals, and appointment requests.
• Organized, responsive, reliable, and consistent with follow-through.
• Comfortable working in a patient-facing mental health practice environment.
• 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.
• Preferred: Previous experience supporting a behavioral health, mental health, psychiatry, or similar healthcare practice.
• Preferred: Experience coordinating referrals and new patient intake.
• Preferred: Familiarity with medication refill request routing.

• 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