Answer incoming calls and inquiries professionally
Conduct structured intake conversations
Match clients with therapists based on age, presenting concerns, therapist specialization, location preference, gender preference, scheduling availability, and insurance compatibility.
Ensure smooth onboarding and professional first impressions
Manage therapist calendars efficiently
Convert inquiries into confirmed appointments
Take the initiative to book appropriately without asking, “Is this okay?”
Maintain high conversion rates through intelligent client-therapist pairing
Verify insurance eligibility
Follow up on pending verifications
Communicate clearly with clients regarding insurance status
Credentialing and renewal support
Possible billing oversight
Support automation of intake workflows (GPT-based tools being explored)
Maintain documentation in Therapy Appointment (EHR)
Track tasks and deadlines in ClickUp
Use Grasshopper phone system (VPN required)
Maintain HIPAA compliance in all systems

Previous virtual assistant or remote administrative experience required
Healthcare, nursing, medical, or clinical background strongly preferred
Understanding of therapy specialties and client populations preferred
Experience with complex intake coordination is highly preferred
Medical degree or license not required, but considered an advantage
Strong understanding of different therapeutic approaches and client needs
Ability to assess complex intake details and make appropriate matches
Comfortable converting inquiries into scheduled appointments
Healthcare/clinical familiarity preferred
High-level organizational skills and deadline management
Excellent spoken and written English
Spanish-Bilingual preferred but not required
Professional phone communication skills
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)
Reliable laptop or desktop computer.
High-speed connection (minimum 10 Mbps).
Noise-canceling headset.
Webcam for virtual meetings.
Quiet, professional environment.

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.

Virtual Assistant, Intake & Scheduling Coordinator

Key skills