[Hiring] Virtual Medical Administrative Assistant @Winning Assistants

Role Description

A busy and growing mental and behavioral health clinic is seeking an organized, reliable, and proactive Medical Virtual Assistant to provide high-quality administrative, patient support, and marketing assistance. This role has become an urgent hire due to an immediate staffing gap, and will be key to ensuring smooth day-to-day clinic operations, a positive patient experience, and consistent outreach to partners and referrals.

Key Responsibilities

• Reception & Patient Support
  • Handle all inbound phone calls (VoIP system) and promptly respond to patient inquiries via phone, email, and text.
  • Schedule and confirm appointments, send reminders, and manage client follow-ups.
  • Oversee calendar management to ensure therapists’ schedules run efficiently.
  • Provide exceptional customer service with empathy and professionalism at all times.
• Billing & Insurance Coordination
  • Support billing processes, including basic claims follow-up and payment coordination.
  • Communicate with insurance companies as needed for billing-related matters.
  • Assist with credentialing new clinicians with insurance companies (approx. six times per year; training and step-by-step instructions provided).
• Marketing & Outreach
  • Conduct outreach to referrals and professional partners, sharing updates about new clinicians and services.
  • Generate and send client surveys to gather feedback and improve services.
  • Support social media activities, including scheduling posts, creating content, and monitoring engagement.
  • Assist in creating and publishing blog content related to mental and behavioral health to boost website traffic.
• Administrative Support
  • Prepare and organize documents, reports, spreadsheets, and presentations.
  • Manage telehealth platforms for virtual sessions.
  • Maintain a zero-inbox standard for email communications.

Qualifications

• Minimum 1 year of relevant work experience in healthcare administration, medical reception, or similar roles.
• Strong phone handling skills with a neutral or undetectable accent.
• Proficiency in SimplePractice (EHR), Google Workspace (G Suite), and VoIP call systems.
• Familiarity with billing processes and basic insurance communication.
• Experience with marketing outreach, content creation, and blogging for healthcare topics.
• Strong organizational skills, consistency, and follow-through.

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.