Mental Health Virtual Assistant | Patient Coordinator & Administrative Support

Job Title: Mental Health Virtual Assistant | Patient Coordinator & Administrative Support (Part-Time) [AC-R]

Position type: Part- time (20 hrs/ week)

Work Schedule: Monday - Friday 8:00 AM - 12:00 PM EDT or 9:00 AM -1:00 PM EDT

Salary: $5 - $6  per hour, depending on experience

Location: Remote - Philippines

Client Overview and Job Summary 

Our client is a compassionate, U.S.-based mental health practice dedicated to helping individuals build resilience and improve their emotional well-being through evidence-based therapy and personalized care. The practice provides a supportive environment for patients while maintaining a strong commitment to exceptional service and efficient operations.

They are looking for a proactive and compassionate Mental Health Virtual Assistant to become an integral part of their growing team. This role is ideal for someone who enjoys interacting with patients, staying organized, and supporting a healthcare practice behind the scenes. You'll serve as the virtual front desk, manage scheduling and administrative tasks, assist with insurance verification, and help keep providers' calendars full through patient outreach. You'll also contribute to the practice's online presence by supporting social media and website updates.

Key Responsibilities

Patient Reception & Scheduling

• Serve as the virtual front desk by answering incoming phone calls professionally and promptly.
• Respond to patient emails and inquiries with excellent customer service.
• Schedule, reschedule, and confirm patient appointments.
• Maintain provider calendars and ensure efficient scheduling.

Administrative Support

• Verify patients' insurance benefits and eligibility.
• Perform general healthcare administrative tasks and maintain accurate patient information.
• Support daily clinic operations to ensure smooth workflow.

Patient Reactivation & Outreach

• Conduct outbound calls to previous patients to encourage appointment scheduling.
• Help re-engage inactive patients to improve provider schedules and practice growth.
• Maintain professional, empathetic communication during outreach.

Social Media & Website Support

• Assist with updating the practice's website as needed.
• Support basic social media management and content updates.
• Help maintain an engaging online presence to support practice growth.

Billing Support (Secondary Responsibility)

• Provide basic billing assistance when needed.
• Support billing-related administrative tasks and be open to learning additional responsibilities as the practice grows.

Requirements

Requirements

• At least 2 years of healthcare or medical virtual assistant experience.
• Experience handling patient scheduling, appointment coordination, and administrative support.
• Strong verbal and written English communication skills with a neutral, professional phone presence.
• Excellent customer service and interpersonal skills.
• Strong organizational and multitasking abilities.

Preferred

• Experience supporting a mental health or behavioral health practice.
• Experience verifying insurance benefits.
• Exposure to medical billing processes.
• Experience conducting outbound patient calls or appointment reactivation campaigns.
• Familiarity with website or social media management.

Preferred Software & Tools

• TherapyNotes (Ideal)
• RingRx (Ideal)
• Spruce Health, Weave, RingCentral, Nextiva, Dialpad
• SimplePractice, Athena, AdvancedMD, eClinicalWorks, Kareo/Tebra, Practice Fusion, or other healthcare software; understanding of insurance eligibility workflows.
• Google Workspace
• WordPress, Canva, Meta Business Suite (nice to have)

KPIs — What does success look like in this role?

Ensure timely responses to emails, answer inbound calls promptly, and process all documentation accurately within required turnaround times.

Basic Requirements

• 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.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.