Medical Virtual Assistant / Front Desk Receptionist (Counseling Center)

Job Title: Medical Virtual Assistant / Front Desk Receptionist (Counseling Center)

Position type: Full-time

Work hours: 8:00 AM – 5:00 PM Hawaii Time | Lunch Break: 12:30 PM – 1:30 PM Hawaii Time

Work days: Monday – Friday

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

Job code: JC-LCC

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work/Responsibilities

This role supports a busy counseling center that provides behavioral and mental health services. The position focuses on front desk coordination, patient scheduling, administrative healthcare support, and maintaining accurate documentation within the clinic’s systems. The assistant acts as the first point of contact for patients, ensuring professional communication, efficient appointment coordination, and smooth administrative operations in a fast-paced healthcare environment.

The role requires strong attention to detail, excellent phone communication skills, and the ability to manage multiple administrative tasks while supporting clinicians and maintaining patient satisfaction.

Key Responsibilities

• Answer inbound phone calls promptly and professionally
• Handle both inbound and outbound patient calls
• Manage patient scheduling and appointment coordination
• Clarify appointment types such as consultations vs. full treatment sessions
• Ensure all patient documentation is complete and properly organized
• Maintain accurate patient records in the SimplePractice EHR system
• Communicate with patients through the clinic’s internal messaging system
• Coordinate patient care and follow up on appointments or requests
• Follow up with marketing leads and help convert them into scheduled appointments
• Verify insurance information and assist with prior authorizations
• Support billing processes by organizing documentation and completing required paperwork
• Assist with pre-operation coordination and communicate scheduling details with clinicians
• Ensure timely follow-through on administrative tasks and patient requests
• Provide professional, patient-focused customer service and communication

Tools & Systems

• SimplePractice EHR
• Video conferencing platforms (Zoom, Google Meet)
• Google Voice for phone communication

Qualifications

• Healthcare experience preferred, ideally in behavioral or mental health settings
• Strong attention to detail and ability to review forms thoroughly to ensure completeness
• Excellent organizational and documentation skills
• Reliable and dependable with consistent work habits
• Strong communication skills and professional phone etiquette
• Tech-savvy with experience using EHR systems (SimplePractice preferred)
• Ability to work independently without constant supervision
• Strong follow-through on tasks, deadlines, and patient requests
• Patient-focused mindset with excellent customer service skills
• Comfortable handling a high volume of administrative tasks
• Ability to multitask and prioritize efficiently in a busy clinic environment
• Professional demeanor when interacting with patients and clinicians

Preferred Candidate Profile

• Warm, welcoming phone presence while maintaining professionalism
• Comfortable learning basic Hawaiian greetings such as “Aloha”

Deal Breakers

Candidates may not be considered if they demonstrate:

• Lack of reliability or inconsistent attendance
• Poor phone communication or unprofessional tone with patients
• Inaccurate or careless documentation in the EHR system
• Difficulty managing scheduling or creating appointment conflicts
• Inability to handle a high volume of calls and administrative tasks
• Weak attention to detail when handling patient records or paperwork
• Lack of follow-through on assigned tasks or patient requests
• Discomfort using technology or learning the SimplePractice EHR system
• Need for constant supervision or micromanagement
• Poor organization in a busy clinic environment

Core Expectations

• Answer phones promptly and professionally
• Ensure all documentation is complete and accurate
• Schedule patients appropriately and efficiently

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.