Behavioral Health Medical Virtual Assistant - Phone, Insurance & Scheduling

Job Title: Behavioral Health Medical Virtual Assistant – Phone, Insurance & Scheduling

Position Type: Full-time

Schedule: Monday–Friday | 8:30 AM–5:00 PM Eastern Time

Lunch Break: 12:00 PM–12:30 PM ET | 30 minutes unpaid

Working Hours: 8 paid hours/day | 40 hours/week

Pay Rate: $6-$7 USD/hour, depending on experience

Location: Remote – Philippines

About the Client and the Role

Our client is a U.S.-based healthcare practice providingmental health and medical services through both telemedicine and in-person appointments.Its mental health services include psychiatric assessments, medication management, and therapy. The practice serves patients across multiple Georgia locations and accepts a range of commercial and government insurance plans

The VA will supportboth assigned practice locationsand work directly with both providers, who will also conduct onboarding and training.

We are looking for a reliable and patient-focusedBehavioral Health Medical Virtual Assistantto support daily front-office and patient coordination workflows.

This is a highly patient-facing role, withphone coverage as the primary priority. The client is particularly focused on minimizing missed calls and ensuring patients and referrals receive timely assistance.

Key Responsibilities

1. PRIMARY: Phone Support & Patient Intake

• Answer inbound patient calls and help minimize missed calls.
• Make outbound calls as needed for patient and referral follow-up.
• Assist with patient intake and patient-facing inquiries.
• Receive and follow up on hospital referrals.
• Maintain a professional and courteous phone presence.
• Check incoming faxes through theOoma VoIP systemand follow up on referrals received through Ooma.

2. Insurance Verification & Prior Authorizations

• Verify patient insurance coverage and eligibility.
• Assist with insurance-related patient workflows.
• Handle and follow up on prior authorization requests.
• Support co-pay collection and account balance management.

3. Schedule Management

• Schedule new and existing patients.
• Coordinate scheduling for new patient referrals.
• Reschedule cancellations and no-shows.
• Help fill open appointment slots when cancellations occur.
• Support both practice locations with schedule management.

Additional Administrative Support

• Process patient letter requests.
• Provide general administrative support as needed.
• Attenddaily team huddles.
• UseTebra (Kareo)for EHR-related workflows.
• UseOomafor phone and fax workflows.
• UseZoom and/or Google Meetfor virtual communication.
• Later, the role may include outreach to other clinics regarding behavioral health services; however,this is not a current priority.

Requirements

• Previous healthcare experience, preferably in a patient-facing administrative or virtual assistant role.
• Experience withinsurance verification and prior authorizations.
• Strong professional phone communication skills.
• Comfortable handling inbound and outbound patient calls.
• Ability to communicate professionally with patients and other healthcare offices.
• Strong reliability and attendance; must be able to consistently attenddaily huddles.
• Honest, trustworthy, and dependable.
• Hardworking, proactive, and able to think on your feet.

Preferred Qualifications

• Previousbehavioral health or mental healthexperience is highly preferred for a smoother transition into the role.
• Experience withTebra/Kareo.
• Experience managing patient scheduling, referrals, cancellations, and no-shows.
• Experience usingOoma or another VoIP phone system.
• Experience with co-pay collection or patient account balance follow-up.

The practice currently handles approximately80–90 patients per week. Providers aim to maintain full schedules, with an ideal goal of approximately50 patients per week. The VA isnot responsible for meeting a patient quota, but will help keep schedules filled when cancellations or no-shows occur and when patients call to schedule.

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.