Mental Health / Behavioral Health Medical Virtual Assistant - Receptionist

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)

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

Job code: RW-Renaissance

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work/Responsibilities

A growing behavioral health practice is seeking a highly organized, proactive, and professional Mental Health / Behavioral Health Medical Virtual Assistant (Receptionist) to support daily operations and patient coordination.

This role is ideal for someone with strong medical front desk experience, excellent communication skills, and the ability to manage high call volumes while delivering exceptional patient support. The ideal candidate must have prior experience in a behavioral health or mental health setting and MUST be proficient in AdvancedMD.

We are looking for someone dependable, detail-oriented, responsive, and comfortable multitasking in a fast-paced healthcare environment.

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
• Send appointment reminders
• 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
• Conduct new client intakes
• 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)
• Phone System: Ooma
• Billing/RCM: Availity
• Communication Platforms: Slack, Salesforce, WhatsApp, Skype
• Video Conferencing: Zoom, Google Meet
• MS Office: Excel, Word, Outlook

Ideal Candidate Traits

We are looking for someone who is:

• Reliable and responsive
• Friendly and professional
• Detail-oriented
• Highly organized
• Able to thrive in a fast-paced environment
• Proactive and self-motivated
• Comfortable supporting a busy behavioral health team

Experience requirements

• Previous experience in a Behavioral Health / Mental Health practice
• AdvancedMD proficiency (MUST HAVE)
• 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
• Experience using Availity
• 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

• 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.