Virtual Assistant - Mental Health Practice

Job Title: Virtual Assistant – Mental Health Practice

Position Type: Part-Time

Work Hours: 11:00AM - 3:00PM EST

Work Days: Monday to Friday

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

Job Code: MH-JesKet

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work / Responsibilities

This role supports a mental health practice focused on root-cause psychiatry and holistic care. The VA will assist with a blend of front desk, billing, patient communication, lead generation, and administrative tasks. Ideal candidates will have a calm, warm voice, be experienced in mental health settings, and be confident with insurance verification, scheduling, and payment collection.

Core Responsibilities

• Phone & Patient Communication
• Answer inbound calls and make outbound follow-ups
• Assist with medication refill requests
• Communicate with empathy and warmth, especially with sensitive patients
• Speak with clear, easy-to-understand English (critical for older, Southern U.S. patients)

Scheduling & Administrative Tasks

• Set and confirm appointments
• Conduct patient call follow-ups and manage the inbox
• Manage insurance eligibility verification and documentation updates in Healthy (EHR)

Financial Coordination

• Collect copays and follow up on payments
• Support billing and coding tasks (especially as insurance billing expands)
• Maintain patient financial records and ensure account accuracy

Lead Generation & Community Outreach

• Engage with prospective clients on Instagram DMs
• Set appointments through social media and outreach
• Reactivate past/dormant patients
• Reach out to other local therapy offices to explore referral partnerships

Experience Requirements

• Prior mental health or psychiatric practice experience strongly preferred
• Experience using Weave (VoIP) and Healthie (EHR) strongly preferred
• Experience with insurance verification, billing, and copay collection
  

Required Skills & Qualities

• Excellent, clear English speaking skills with a gentle tone
• Confident in handling phone-based patient conversations
• Familiarity with mental health philosophy: root-cause approach, functional medicine, nutrition’s role in care
• Empathetic and professional communication skills
• Social media savvy – especially Instagram DM engagement
• Organized, detail-oriented, and self-motivated

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.