[Hiring] Behavioral Health Administrative Coordinator @Winning Assistants

Role Description

Our Client is looking for a highly reliable Virtual Assistant to support a growing behavioral health practice. This is an exciting opportunity to join during a key restructuring phase, with strong potential for long-term growth and additional opportunities as the team expands. This role is ideal for someone who is proactive, detail-oriented, and thrives in a fast-paced healthcare environment. You will play a critical role in patient communication, scheduling, and operational efficiency—directly impacting patient care and business growth.

Key Responsibilities

• Phone Call Management: Answer all inbound calls promptly and ensure no missed calls
• Patient Intake & Scheduling: Manage new patient intake and coordinate appointments
• Referral Processing: Handle referrals and ensure timely follow-ups
• No-Show Follow-Up: Contact patients at least twice and send text reminders with proper documentation
• Insurance Verification & Prior Authorizations: Accurately process and verify patient coverage
• Speed-to-Lead Response: Follow up on new inquiries/referrals within 5 minutes (critical KPI)
• Patient Support: Assist with patient questions, including basic clinical-related inquiries when appropriate
• Objection Handling (Nice-to-Have): Comfortably handle basic patient concerns or hesitations over the phone
• Team Collaboration: Participate in daily Zoom meetings with the team

Performance Goals

• Ensure all incoming calls are answered immediately
• Maintain rapid response times for new leads and referrals
• Improve patient attendance through structured follow-ups
• Support the clinic’s goal of reaching 100 patients/month

Growth Opportunity

• The client is currently restructuring operations and may expand the team significantly
• Strong performers may have opportunities for long-term stability and advancement

Qualifications

• HIPAA-trained and certified (required)
• Proven experience in healthcare administrative tasks
• Experience in behavioral health or mental health practices (preferred)
• Ability to handle patient inquiries beyond scheduling (e.g., medication side effects, general clinical questions)
• Excellent communication skills (clear spoken and written English required)
• Strong consistency, accountability, and reliability
• Critical thinking and problem-solving skills

Requirements

• Experience with multiple EHR systems (Valant experience preferred but not required)
• Open to candidates with experience in other EHRs, as systems may transition to one integrated with HubSpot
• Experience with RingCentral phone system (preferred)
• Must be able to work during CDT business hours

Additional Skills (Nice-to-Have)

• Spanish bilingual ability (preferred but not required)
• Ability to handle basic sales or patient objections over the phone

Experience & Background

• Medical degree/license: Not required
• Virtual assistant experience: Preferred but not required
• Must have relevant experience in a similar administrative or healthcare support role

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.

Benefits

• 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.