[Hiring] Behavioral Health Back-Office VA @HelpSquad, LLC

Role Description

This is a remote position. We are looking for a detail-oriented Virtual Assistant to support a small California group psychotherapy practice with back-office clinical documentation, billing, and administrative tasks. This is a non-patient-facing, non-voice role focused primarily on maintaining accurate and billable documentation and supporting insurance billing operations.

The ideal candidate has strong hands-on experience with ICANotes, particularly its electronic billing functions, and is comfortable reviewing clinical documentation for completeness. Experience with GoHighLevel is highly preferred, especially for internal messaging, calendar management, and follow-up with therapists.

Key Responsibilities

• Send online consent forms to clients and monitor completion.
• Review ICANotes progress notes to confirm all BIRP elements (Behavior, Intervention, Response, and Plan) are present.
• Identify incomplete or unsigned notes and message the appropriate therapist through GoHighLevel for completion.
• Pull ICANotes reports to identify missing or aging insurance payments, including payments outstanding for 60+ days.
• Submit electronic billing through ICANotes.
• Scan documents and create/set up client charts in ICANotes.
• Maintain the GoHighLevel calendar, which is synced with the practice's master Google Calendar.
• Maintain accurate and organized client records while handling sensitive behavioral health information with a high level of confidentiality and attention to detail.

Qualifications

• Hands-on experience using ICANotes, preferably in a behavioral health or psychotherapy practice.
• Direct experience submitting electronic billing through ICANotes.
• Experience reviewing clinical notes or documentation for completeness.
• Strong attention to detail and ability to identify missing information before it affects billing.
• Experience with insurance payment follow-up, aging reports, or medical/behavioral health billing.
• Strong written English communication skills for internal messaging.
• Comfortable working independently with minimal supervision.
• Ability to handle confidential patient information appropriately.

Preferred Qualifications

• Experience with GoHighLevel for messaging, CRM, or calendar management.
• Experience with Google Calendar.
• Previous experience supporting a small or solo behavioral health practice.
• Familiarity with BIRP documentation.
• Experience with behavioral health billing workflows.

Important

ICANotes electronic billing experience is a key requirement for this position. Candidates who have only used ICANotes for charting or documentation but have not performed electronic billing may not be a fit.

What We're Looking For

We are looking for someone who is organized, reliable, detail-oriented, and comfortable working behind the scenes. This position is best suited for someone who understands that accurate documentation and timely billing are critical to keeping a behavioral health practice running smoothly. This is strictly a non-voice, non-patient-facing position.

Benefits

• Competitive hourly rate
• On-time payments, every time
• Payments processed via Wise
• Direct client training provided — you are never thrown in blind
• Dedicated Account Manager as your point of contact
• Stable, long-term placement with a growing U.S.-based company
• Exposure to a wide range of modern SaaS platforms
• Potential for increased responsibilities as the company scales
• Tenure recognition for long-term team members
• Clear escalation paths — you always know who to go to
• 100% remote — work from home
• U.S.-based company with structured operations
• Stable, long-term account placements (not gig-style work)
• Supportive team culture across all accounts
• Build your U.S. industry experience
• Exposure to multiple practice types and platforms
• Potential for increased hours or additional accounts based on performance
• Strengthen your resume with verified, legitimate U.S. client experience
• Tenure recognition for long-term team members
• We value loyalty and recognize those who grow with us