Medical Virtual Assistant (Reproductive Mental Health)

Job Title: Medical Virtual Assistant (Reproductive Mental Health)

Job Code: LB-HH Behavioral

Position Type: Part-Time

Location: Remote

Schedule: Monday – Thursday, 9:00 AM – 2:00 PM EDT | Friday, 9:00 AM – 12:00 PM EDT

Working Days: Weekdays (Monday – Friday)

Compensation: $5.00 – $6.00 per hour (depending on experience)

About Her Hope Behavioral Health

Our client is a mental health practice dedicated to supporting individuals and families navigating reproductive and maternal mental health challenges. Their services focus on providing compassionate care for those experiencing infertility, pregnancy loss, stillbirth, postpartum depression, and other perinatal mental health concerns.

They are seeking a compassionate, highly organized, and detail-oriented Medical Virtual Assistant who is committed to delivering exceptional patient support while ensuring efficient administrative operations. The ideal candidate will demonstrate empathy, professionalism, and the ability to manage sensitive patient interactions with care, discretion, and attention to detail.

Key Responsibilities

Patient Intake Coordination

• Complete patient intake coordination from start to finish
• Collect and document patient information accurately
• Update and maintain patient records within Practice Better
• Ensure all intake documentation is complete and organized

Phone Answering & Patient Communication

• Answer incoming phone calls and manage patient inquiries professionally
• Conduct non-clinical consultations and patient outreach calls
• Follow up with referred patients and manage referral workflows
• Coordinate communication between patients and providers
• Provide compassionate and trauma-informed support during sensitive conversations

Insurance Verification & Benefits Coordination

• Verify insurance eligibility, benefits, and coverage details
• Communicate insurance information clearly to patients
• Ensure accuracy in insurance verification and documentation

Scheduling & Administrative Support

• Schedule appointments and manage provider calendars
• Set up meetings via Zoom and Google Meet
• Monitor and respond to emails promptly
• Track outstanding tasks, referrals, and follow-ups
• Handle receptionist and front desk administrative duties
• Assist with executive assistant and general administrative support
• Support day-to-day clinic operations and workflow management

Compliance & Documentation

• Maintain HIPAA-compliant handling of all patient information
• Document patient interactions accurately and thoroughly
• Maintain confidentiality and professionalism at all times

• Experience with healthcare administration, patient intake, and insurance verification
• Strong phone communication and customer service skills
• Compassionate, empathetic, and trauma-informed communication style
• Excellent organizational and time management skills
• Strong attention to detail and follow-through
• Ability to multitask and prioritize effectively in a fast-paced environment
• Professional, reliable, and accountable
• Strong written communication and email management skills
• Ability to work independently and proactively solve problems
• Comfortable handling confidential patient information in a HIPAA-compliant manner

Preferred Qualifications

• Familiarity with reproductive mental health, pregnancy loss, stillbirth, infertility, or postpartum support
• Experience working with EHR systems, preferably Practice Better
• Previous experience supporting healthcare or mental health practices
• Spanish-speaking ability
• Experience with Zoom, Google Meet, and virtual healthcare operations
• Clear, neutral English communication with minimal accent

Tools & Platforms

• Practice Better
• Zoom
• Google Meet
• Email and calendar management platforms

Deal Breakers / Must-Have Requirements

Applicants will not be considered if they have:

• No experience or sensitivity toward reproductive mental health, pregnancy loss, infertility, or postpartum care
• Poor phone communication skills
• Lack of empathy and professionalism when communicating with patients
• No experience with patient intake, insurance verification, or healthcare administration
• Poor attention to detail and organizational skills
• Inability to maintain HIPAA-compliant handling of confidential patient information
• Reliability, accountability, or communication concerns

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

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.