Virtual Assistant - Mental Health Practice

Overview

This position involves providing administrative and patient support for a mental health clinic emphasizing root-cause psychiatry and holistic care models. The Virtual Assistant (VA) will handle various tasks including front desk duties, billing, patient communications, lead generation, and administrative support.

Key Responsibilities

• Manage inbound and outbound patient calls with a calm and compassionate tone, including medication refill coordination.
• Schedule and confirm patient appointments, handle follow-up communications, and maintain the electronic health record (EHR) system for insurance verification and documentation.
• Collect co-payments, maintain patient financial records, and assist with billing and coding as insurance billing processes evolve.
• Engage in lead generation by interacting with prospective clients on Instagram direct messages, scheduling appointments, reactivating inactive patients, and coordinating outreach to other therapy practices for referrals.

Requirements

• Previous experience in mental health or psychiatric practice environments is highly preferred.
• Familiarity with Weave (a VoIP system) and Healthie (EHR software) is strongly desired.
• Experience in insurance eligibility verification, billing, and copayment collection.
• Excellent verbal communication with clear, easy-to-understand English and a warm, gentle tone, especially important for older Southern U.S. patients.
• Empathetic, professional interaction and understanding of mental health philosophies including functional medicine and nutrition-based care.
• Social media competence, particularly engaging through Instagram direct messages.
• Organized, detail-focused, and self-driven work approach.
• Must be able to provide a valid NBI Clearance and/or Local Police Clearance before onboarding.
• Technical requirements include a reliable desktop or laptop, stable high-speed internet (minimum 25 Mbps), noise-cancelling headset, webcam for virtual meetings, and a quiet workspace.
• Availability for video meetings with camera enabled as required.

Additional Information

• English proficiency for both spoken and written communication is mandatory.
• This role is onsite at Irvine, CA.

Contractor Benefits and Support

• Access to dedicated HR and contractor support for guidance, contract concerns, and client interactions.
• Optional premium VPN access to ensure security for client-related operations.
• Training and certification on HIPAA compliance, cybersecurity, and handling protected health information (PHI).
• Comprehensive performance training aimed at enhancing communication, client service, and productivity for long-term success.
• Contractor-approved U.S. holiday observations and the possibility of paid or unpaid time off subject to client approval.
• Availability of templates, workflow guides, productivity tools, and standard operating procedures specific to client needs.
• Performance-based incentives including potential bonuses, increased hours, or other rewards depending on client discretion.

Note: All resources, trainings, and allowances are optional and not considered employee benefits, as this position functions under a contractor arrangement.