Mental Health Patient Coordinator

Job Title: Mental Health Patient Coordinator

Position type: Part-Time (4 hours/day)

Work hours: 1:00 PM to 5:00 PM Eastern Standard Time

Work days: Monday to Friday

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

Job code: ER-WL

Workplace: Remote

Preferred Candidate Location: Philippines

About Our Client

Our client is a growing mental health counseling practice currently navigating an exciting transition period, including onboarding new clinicians and migrating to a new EMR system. They are seeking a reliable, experienced Mental Health Patient Coordinator who can step in quickly and provide immediate support during this critical phase.

This is a part-time role (4 hours/day) with strong potential to transition into full-time within a few months if performance and business needs align. The ideal candidate is warm, organized, calm under pressure, and capable of operating independently with minimal hand-holding.

This role is highly patient-facing, with answering incoming phone calls as the primary responsibility. You will serve as a compassionate first point of contact for clients, ensuring professional, empathetic interactions—especially important for an elderly patient population in the Southern U.S.

Beyond call management, you will support scheduling, email communication, billing-related outreach, EMR transition data entry, and administrative coordination. This is an opportunity to become a key operational partner during a pivotal time in the practice’s growth.

Scope of Work / Responsibilities

• Answer incoming phone calls (primary responsibility)
• Manage the Talkroute phone system
• Schedule, cancel, and reschedule appointments
• Send appointment reminders
• Handle patient inquiries and correspondence
• Manage email and text communication (sorting, responding, prioritizing, newsletters)
• Provide billing support (email clients regarding outstanding balances)
• Maintain and update patient records
• Perform data entry during EMR transition
• Build consent forms and templates in JaneApp EHR
• Track calls using Google Sheets or Trello
• Support patient care coordination
• Assist with future email blasts
• Handle administrative tasks during downtime

Top 3 Priorities

1. Answer incoming phone calls
2. Schedule appointments accurately and efficiently
3. Handle administrative tasks during downtime (data entry, email management, billing-related emails)

KPIs (Success Metrics)

• High call answer rate
• Accuracy in scheduling
• Reduced missed calls
• Timely responses to patient emails
• Accurate data entry during EMR transition
• Professional and empathetic phone interactions

Required Skills & Experience

• Warm, empathetic, and personable communication style
• Prior experience as a Medical Receptionist or Medical Administrative Assistant
• Professional demeanor appropriate for a mental health setting
• Strong English proficiency with minimal accent (important for elderly Southern U.S. patient population)
• Comfortable handling sensitive conversations
• Quick learner who requires minimal supervision
• Organized and self-sufficient
• Calm under pressure
• Experience in healthcare or mental health strongly preferred
• Familiarity with EMR/EHR systems
• Experience with VOIP systems such as Talkroute
• Experience using SimplePractice, JaneApp EHR, or similar platforms
• Experience using Google Workspace and Trello

Ideal Candidate Profile

• Plug-and-play virtual assistant ready to step in immediately
• Confident handling phone-based communication
• Detail-oriented during system transitions
• Adaptable during periods of operational change
• Comfortable working independently during business growth phases

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.