Mental Health / Behavioral Health Medical Virtual Assistant - Receptionist

Overview

Job Title: Mental Health / Behavioral Health Medical Virtual Assistant – Receptionist

Position type: Full-Time

Work hours: 8:30 AM – 4:30 PM EDT

Work days: Monday – Friday (may be asked to work every other Saturday)

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work / Responsibilities

• Front Desk & Patient Support
  • Answer inbound calls promptly (within 3–4 rings)
  • Handle multiple simultaneous calls professionally
  • Provide excellent customer service with a friendly and courteous demeanor
  • Follow up with missed appointments/no-shows
  • Respond to patient inquiries through phone, email, messaging apps, and CRM platforms
• Scheduling & Intake
  • Manage provider calendars and appointment scheduling
  • Handle appointment rescheduling efficiently
  • Verify and organize patient information
  • Coordinate scheduling based on provider availability
• Administrative Support
  • Generate reports in AdvancedMD
  • Create summary reports for billing using Excel/MS Office
  • Assist with maintaining efficient scheduling workflows
  • Support billing turnaround timelines (24–36 hours from client visits)
  • Help reduce administrative workload for the front desk team
• Performance Expectations
  • Maintain low missed-call rates
  • Efficiently manage daily intakes and reschedules
  • Demonstrate proactive work habits during downtime
  • Maintain professionalism and responsiveness at all times
• Tools & Systems Used
  • Primary EHR: AdvancedMD (Required)
  • Billing/RCM: Availity
  • Communication Platforms: Slack, Salesforce, WhatsApp, Skype
  • Video Conferencing: Zoom, Google Meet

Qualifications

• Experience requirements
  • Previous experience in a Behavioral Health / Mental Health practice
  • Excellent English communication skills with minimal to no accent
  • Strong multitasking and organizational skills
  • Experience handling high-volume phone calls
  • Ability to work independently and proactively
  • Professional, compassionate, and patient-focused attitude
• Preferred Experience
  • Familiarity with CareSource, Molina, United Healthcare, Anthem, and Aetna
  • Experience with Ohio Medicaid portal
  • Insurance verification knowledge
• Basic requirements
  • Must be proficient in speaking and writing English very clearly
  • Must have relevant work experience
  • Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding (mandatory)
  • Must be available for video meetings with your camera on (when needed)
• Technical requirements
  • Video: Webcam for virtual meetings
  • Workspace: Quiet, professional 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.