Mental Health Virtual Assistant (Calls, Scheduling & Patient Support)

Overview Remote Full-time $10k – $12k Daily Drop — Subscriber Perk Therapy, done online 2-weeks free therapy — balance calls and wellness Job Title: Mental Health Virtual Assistant (Calls, Scheduling & Patient Support) Position Type: Full-Time / Part-Time (depending on phase) Work Hours: 9:00 AM - 6:00 PM PDT Work Days: Monday to Friday (with flexibility for evenings and after-hours coverage) Salary: $5 – $6 per hour (depending on experience) Job Code: WH-FMHT Workplace: Remote Preferred Candidate Location: PH About the Role You will be supporting a growing U.S.-based mental health practice currently run by a solo practitioner. The practice is in an early growth stage and needs a highly reliable, proactive Virtual Assistant to help manage operations, improve patient experience, and unlock significant growth potential. The client is currently: Operating alone with no administrative staff Seeing ~4 patients per week but has 650+ monthly website visitors Losing potential revenue due to missed calls, low conversion, and administrative overload Managing a backlog of documentation and $4,000+ in unclaimed insurance billing This role is critical in helping the practice scale, improve patient access, and recover lost revenue. Scope of Work / Responsibilities Top Priorities Handle high-volume inbound and outbound phone calls professionally Manage appointment scheduling and calendar coordination Aggressively follow up on denied/unclaimed insurance claims and billing issues Critical Function: On-Call & Crisis Support Be available on-call for extended hours when needed Assist in handling mental health crisis calls (including suicide-related situations) De-escalate callers calmly and professionally when possible Immediately notify the clinician and/or appropriate authorities when escalation is required Act as a first point of contact and triage support (no clinical intervention required) Additional Responsibilities Insurance verification for patients Patient data entry and EMR/EHR management Re-engagement calls to prospective patients who did not convert Assist with extensive documentation and note-taking (high priority due to backlog) Submit prior authorization forms promptly Handle patient communications and appointment confirmations Desired Skills, Qualifications & Personality Traits Strong, professional phone presence with clear and neutral English communication Experience in medical/healthcare settings (mental health preferred) Proven ability in billing, claims follow-up, and insurance processes Excellent documentation skills and attention to detail Comfortable handling heavy call volumes and administrative workload Emotionally intelligent and compassionate, especially in sensitive situations Strong problem-solving and de-escalation skills Highly proactive, dependable, and self-managed Tech-savvy and adaptable to new systems Systems & Tools Current systems: Therapy Notes and NoteWork Transitioning to: SimplePractice or Epic (Epic experience is a strong plus) No current phone system (RingCentral or similar may be implemented) Candidate must be comfortable learning and adapting to new tools quickly Key Requirement: Must be amenable to extended hours and on-call availability when needed Key Challenges You Will Help Solve Reduce missed calls and improve patient conversion Recover $4,000+ in unclaimed insurance revenue Support overwhelmed solo practitioner Improve scheduling efficiency and patient communication Requirements Experience & Education Medical education or degree: Preferred but not required Basic requirements Excellent English comprehension, speaking, and writing skills (non-negotiable) Relevant work experience in administrative, CRM, digital, or support roles Strong attention to detail and ability to follow instructions accurately Ability to work independently without constant micromanagement Proactive personality with a willingness to take initiative Open to learning, growing, and being trained Someone who can be trusted with responsibility and ownership Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory] Must be available for video meetings with your camera on (when needed) Technical requirements Video: Webcam for virtual meetings. Workspace: Quiet, professional environment. Benefits Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication. Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks. HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients. Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention. Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule. Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client. Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best. Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance. These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits. Note: Administrative boilerplate and duplicated lines have been removed to improve readability and focus on job-related content. #J-18808-Ljbffr