[Hiring] Virtual Assistant - Intake & Scheduling Coordinator @Winning Assistants

Role Description

This is not a basic call-answering position. Intake requires cognitive problem-solving and clinical understanding. You will be responsible for carefully evaluating each client inquiry and matching them with the appropriate therapist based on multiple factors — not simply booking appointments. You must be comfortable making decisions independently within established guidelines and executing without waiting for permission.

Top 3 Priorities

• Intake Coordination & Client Communication
  • Answer incoming calls and inquiries professionally
  • Conduct structured intake conversations
  • Match clients with therapists based on age, presenting concerns, therapist specialization, location preference, gender preference, scheduling availability, and insurance compatibility
  • Ensure smooth onboarding and professional first impressions
• Scheduling & Appointment Conversion
  • Manage therapist calendars efficiently
  • Convert inquiries into confirmed appointments
  • Take the initiative to book appropriately without asking, “Is this okay?”
  • Maintain high conversion rates through intelligent client-therapist pairing
• Insurance Follow-Ups
  • Verify insurance eligibility
  • Follow up on pending verifications
  • Communicate clearly with clients regarding insurance status

Additional Responsibilities

• Credentialing and renewal support
• Possible billing oversight
• Support automation of intake workflows (GPT-based tools being explored)
• Maintain documentation in Therapy Appointment (EHR)
• Track tasks and deadlines in ClickUp
• Use Grasshopper phone system (VPN required)
• Maintain HIPAA compliance in all systems

Qualifications

• Previous virtual assistant or remote administrative experience required
• Healthcare, nursing, medical, or clinical background strongly preferred
• Understanding of therapy specialties and client populations preferred
• Experience with complex intake coordination is highly preferred
• Medical degree or license not required, but considered an advantage

Requirements

• Strong understanding of different therapeutic approaches and client needs
• Ability to assess complex intake details and make appropriate matches
• Comfortable converting inquiries into scheduled appointments
• Healthcare/clinical familiarity preferred
• High-level organizational skills and deadline management
• Excellent spoken and written English
• Spanish-Bilingual preferred but not required
• Professional phone communication skills
• 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