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.
Skills
As published by workable · 23 questions · 1 written answer
Basics
First name, Last name, Email, Phone, Address, Education, Experience, Resume, Cover letter
Short answers (3)
- 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.)
- 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.
Pick from a list (19)
- Are you available to work at this time schedule?
- Do you accept the payment rate listed in the job description for this role?
- Do you have more than 1 year of experience working in the healthcare industry preferably with US clients/companies?
- Do you have experience using EMRs (Electronic Medical Record) and EHRs (Electronic Health Record)?
- Do you have experience using CRMs or related softwares?
- Are you able to join video calls (Zoom, Google Meet, etc.) during your shift and turn on your camera if needed?
- Do you have a reliable computer, headset, and camera available for work if you are offered the position?
- This role requires a background check clearance (NBI clearance, local police clearance, or equivalent). Will you be able to provide one if hired?
- Have you ever been convicted of any crime involving fraud, theft, dishonesty, or breach of trust?
- Have you ever been involved in any incident where client or company information was mishandled, leaked, or misused?
- Have you ever been terminated, dismissed, or asked to resign from a previous job due to misconduct, violation of company policy, or performance issues?
- Please mark all that you have experience with
- Are you fluent in English with a neutral or soft accent that is easy for patients to understand
- Have you worked in a mental health or psychiatric setting before?
- Do you have experience using Weave (VoIP) and/or Healthie (EHR)?
- Are you confident in collecting payments and copays over the phone?
- Have you previously handled insurance eligibility checks or billing tasks?
- Are you experienced with appointment scheduling and follow-ups?
- Are you comfortable engaging leads via Instagram DMs and social media outreach?
Written answers (1)
- 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")