Telecommut
This role supports a mental health practice focused on root-cause psychiatry and holistic care. The VA will assist with a blend of front desk, billing, patient communication, lead generation, and administrative tasks. Ideal candidates will have a calm, warm voice, be experienced in mental health settings, and be confident with insurance verification, scheduling, and payment collection.
Core Responsibilities
- Phone & Patient Communication
- Answer inbound calls and make outbound follow-ups
- Assist with medication refill requests
- Communicate with empathy and warmth, especially with sensitive patients
- Speak with clear, easy-to-understand English (critical for older, Southern U.S. patients)
- Set and confirm appointments
- Conduct patient call follow-ups and manage the inbox
- Manage insurance eligibility verification and documentation updates in Healthy (EHR)
- Collect copays and follow up on payments
- Support billing and coding tasks (especially as insurance billing expands)
- Maintain patient financial records and ensure account accuracy
- Engage with prospective clients on Instagram DMs
- Set appointments through social media and outreach
- Reactivate past/dormant patients
- Reach out to other local therapy offices to explore referral partnerships
Experience Requirements
- Prior mental health or psychiatric practice experience strongly preferred
- Experience using Weave (VoIP) and Healthie (EHR) strongly preferred
- Experience with insurance verification, billing, and copay collection
- Excellent, clear English speaking skills with a gentle tone
- Confident in handling phone-based patient conversations
- Familiarity with mental health philosophy: root-cause approach, functional medicine, nutrition’s role in care
- Empathetic and professional communication skills
- Social media savvy – especially Instagram DM engagement
- Organized, detail-oriented, and self-motivated
- 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.
- 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.
- 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.
