[Hiring] Behavioral Health Virtual Assistant @HelpSquad, LLC

Role Description

We are looking for a reliable and detail-oriented Behavioral Health Virtual Assistant to support a private behavioral health practice with front-desk, patient communication, and general administrative operations.

The ideal candidate has prior experience working in a behavioral health or medical practice, is comfortable communicating with U.S. patients, and can follow established procedures with a high level of accuracy. This role involves both patient-facing communication and recurring administrative tasks that require organization, attention to detail, and confidentiality.

The position starts at 35 hours per week, with the potential for additional hours or increased hours toward full-time based on performance and the needs of the practice. Additional hours may occasionally be required based on business needs and workload.

Key Responsibilities

• Patient Communication & Front Desk Support
  • Communicate with patients professionally through phone, text, and email.
  • Respond to and triage incoming patient messages, providing appropriate support or routing messages to the appropriate team member.
  • Serve as a patient buffer by helping manage routine questions and requests before escalation to providers or supervisors.
  • Assist patients with general administrative and front-desk needs.
• Patient & EHR Management
  • Set up new patients and maintain accurate patient information in SimplePractice.
  • Help patients access, set up, and navigate the SimplePractice patient portal.
  • Complete forms and documentation based on information available in patient records.
  • Maintain accuracy and consistency when entering or updating patient information.
• Records, Referrals & Administrative Support
  • Transfer records from shared files into designated report templates according to established schedules.
  • Manage referrals, including sending referral information and responding to routine questions regarding referrals.
  • Complete recurring administrative and operational tasks to support providers and the practice.
  • Follow established SOPs, workflows, and schedules consistently.
  • Identify issues that require provider or supervisor attention and escalate them appropriately.

Qualifications

• Prior experience in a behavioral health, healthcare, medical practice, or similar clinical setting.
• Hands-on experience with SimplePractice preferred; experience with another EHR is acceptable for candidates who are willing to learn SimplePractice.
• Clear, neutral spoken English with a professional and confident phone manner suitable for communicating with U.S. patients.
• Strong written English and the ability to communicate professionally through email and text.
• Excellent attention to detail and accuracy when handling patient information and administrative records.
• Comfortable performing repetitive, detail-oriented tasks while maintaining consistent quality.
• Ability to follow SOPs and established workflows precisely.
• Reliable, self-directed, and able to manage assigned work independently, including tasks that may be completed according to the VA's own schedule.
• Strong organizational and time-management skills.
• Understanding of HIPAA and patient confidentiality.
• Comfortable working within a controlled virtual desktop environment and following security requirements.

Requirements

• Internet speed: Minimum 50 Mbps upload and download (wired connection strongly preferred).
• A verified backup internet connection is required — mobile phone hotspots are not acceptable as backup.
• Dedicated wireless dongles or secondary ISP connections are acceptable backup solutions.
• Backup power source required (UPS or generator) to maintain connectivity during outages.
• Quiet, professional workspace suitable for voice work — free from background noise and interruptions.
• Noise-canceling headset required.
• Reliable computer with sufficient processing power to run software systems and softphone simultaneously.
• You must have Windows 11 or the most recent Apple OS / Update.

What We're Looking For

• Professional and patient-focused attitude.
• Dependable and punctual.
• Strong problem-solving skills.
• Friendly, empathetic, and customer-service oriented.

Benefits

• Compensation & Payments
  • Competitive hourly rate.
  • On-time payments, every time.
  • Payments processed via Wise.
• Training & Support
  • 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.
• Work Environment
  • 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.
• Growth & Experience
  • 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.
• Recognition
  • Tenure recognition for long-term team members.
  • We value loyalty and recognize those who grow with us.