Behavioral Health Virtual Assistant

Job Title: Behavioral Health Virtual Assistant

Job Code: DHC-TNC

Position Type: Full-Time

Working Hours: Monday to Friday, 8:00 AM – 5:00 PM CDT (Central Daylight Time)

Salary Rate: $5–$6/hour

Job Responsibilities:

• Answer inbound calls and serve as the virtual front desk/receptionist
• Professionally assist patients with scheduling, inquiries, and follow-ups
• Build rapport with patients and provide compassionate support
• Handle sensitive conversations with empathy and professionalism
• Schedule, confirm, and reschedule appointments
• Conduct patient intake and gather necessary demographic and insurance information
• Send and manage new patient paperwork before appointments
• Follow up with no-show patients and assist with rescheduling
• Collect and process insurance information accurately
• Manage co-pay collection and monitor credit card status
• Coordinate with billers regarding prior authorizations
• Follow up on outstanding balances and collections
• Assist patients in setting up payment plans when needed
• Ensure clinical notes are completed and signed by providers
• Assist with onboarding new providers into systems and workflows
• Maintain organized and accurate records in the EHR system
• Manage email communications and administrative tasks as needed
• Maintain confidentiality and HIPAA compliance at all times

• At least 1 year of  experience in a behavioral health, mental health, or medical administrative role preferred
• Experience with SimplePractice EHR strongly preferred
• Strong phone communication and customer service skills
• Comfortable handling emotionally sensitive patient interactions
• Tech-savvy and able to quickly learn systems and workflows
• Highly organized with strong attention to detail
• Ability to multitask and work independently in a remote setting
• Experience with insurance verification, co-pay collection, and prior authorization coordination is a plus

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 10 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.