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Virtual Assistant - Mental Health Practice

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Job Title: Virtual Assistant – Mental Health Practice

Position Type: Part-Time

Work Hours: 11:00AM - 3:00PM EST

Work Days: Monday to Friday

Salary: $5 – $6 per hour (depending on experience)

Job Code: MH-JesKet

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work / Responsibilities

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)

Scheduling & Administrative Tasks

  • Set and confirm appointments
  • Conduct patient call follow-ups and manage the inbox
  • Manage insurance eligibility verification and documentation updates in Healthy (EHR)

Financial Coordination

  • 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

Lead Generation & Community Outreach

  • 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

Requirements

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

Required Skills & Qualities

  • 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

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.

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What this application asks

workable

First name, Last name, Email, Phone, Address, Education, Experience, Resume, Cover letter

  • What is your Date of Birth?
  • What is your full government name? (Please enter it in this order: first name, middle name, last name. We use this to properly organize applicants who may have similar names.)
  • Are you available to work at this time schedule? yes / no
  • Do you accept the payment rate listed in the job description for this role? yes / no
  • Do you have more than 1 year of experience working in the healthcare industry preferably with US clients/companies? yes / no
  • Do you have experience using EMRs (Electronic Medical Record) and EHRs (Electronic Health Record)? yes / no
  • Do you have experience using CRMs or related softwares? yes / no
  • Are you able to join video calls (Zoom, Google Meet, etc.) during your shift and turn on your camera if needed? yes / no
  • Do you have a reliable computer, headset, and camera available for work if you are offered the position? yes / no
  • This role requires a background check clearance (NBI clearance, local police clearance, or equivalent). Will you be able to provide one if hired? yes / no
  • Have you ever been convicted of any crime involving fraud, theft, dishonesty, or breach of trust? yes / no
  • Have you ever been involved in any incident where client or company information was mishandled, leaked, or misused? yes / no
  • Have you ever been terminated, dismissed, or asked to resign from a previous job due to misconduct, violation of company policy, or performance issues? yes / no
  • Please mark all that you have experience with choose any
  • Is there any additional information you’d like to share that may help us better understand your qualifications for this role? (If not, put "none") written answer
  • Are you fluent in English with a neutral or soft accent that is easy for patients to understand yes / no
  • Have you worked in a mental health or psychiatric setting before? yes / no
  • Do you have experience using Weave (VoIP) and/or Healthie (EHR)? yes / no
  • Are you confident in collecting payments and copays over the phone? yes / no
  • Have you previously handled insurance eligibility checks or billing tasks? yes / no
  • Are you experienced with appointment scheduling and follow-ups? yes / no
  • Are you comfortable engaging leads via Instagram DMs and social media outreach? yes / no
  • In a 1–2 minute voice recording, please answer the following question(s): Introduce yourself – name, location, and a brief background in healthcare or mental health | Describe your phone communication style. What do you do to make patients feel supported? To record your answer, you can use a free recorder such as www.vocaroo.com. Simply click record, speak clearly. Once you’re done recording, copy the link and paste it below.

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