Mental Health Virtual Assistant – Patient Support, Billing Coordination

Role Overview

• Manage appointment scheduling and follow-ups
• Conduct recall calls for previous patients when needed
• Assist with document scanning and file organization
• Support communication through WhatsApp, Google Meet, phone, and email
• Answer incoming calls using the Google Voice system
• Capture and assist new patients during initial inquiries
• Provide professional and patient-friendly phone support
• Help onboard new patients before their first appointment
• Assist with back billing and AR collection follow-ups
• Help review denied claims and support billing managers with denials
• Provide billing-related information and documentation support
• Review older AR files and assist with collection efforts
• Set up new patient information in Simple Practice
• Upload scanned documents, forms, and fax files into the system
• Assist with scheduling and appointment coordination
• Maintain organized patient records and administrative workflows

Requirements

• Previous healthcare or clinical administrative experience preferred
• Experience with billing, insurance verification, or AR collections preferred
• Experience with Simple Practice is REQUIRED
• Mental health or behavioral health experience is a plus
• Previous virtual assistant experience preferred
• Strong proficiency with Simple Practice
• Familiarity with Google Voice
• Comfortable managing documents and uploading files
• Experience with patient scheduling and onboarding
• Familiarity with billing denials and healthcare administrative workflows
• Understanding of HIPAA compliance and patient confidentiality
• Professional phone communication and patient interaction skills
• Comfortable handling real-time communication requests
• Responsive and reliable during work hours
• Strong attention to detail
• Ability to multitask across phone support, billing, and admin work
• Able to work independently with minimal supervision
• Reliable and consistent in completing tasks accurately
• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• 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)
• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• 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.