[Hiring] Behavioral Health Medical Virtual Assistant @Winning Assistants

Role Description

We are looking for a reliable and patient-focused Behavioral Health Medical Virtual Assistant to support daily front-office and patient coordination workflows. This is a highly patient-facing role, with phone coverage as the primary priority. The client is particularly focused on minimizing missed calls and ensuring patients and referrals receive timely assistance.

Key Responsibilities

• Phone Support & Patient Intake
  • Answer inbound patient calls and help minimize missed calls.
  • Make outbound calls as needed for patient and referral follow-up.
  • Assist with patient intake and patient-facing inquiries.
  • Receive and follow up on hospital referrals.
  • Maintain a professional and courteous phone presence.
  • Check incoming faxes through the Ooma VoIP system and follow up on referrals received through Ooma.
• Insurance Verification & Prior Authorizations
  • Verify patient insurance coverage and eligibility.
  • Assist with insurance-related patient workflows.
  • Handle and follow up on prior authorization requests.
  • Support co-pay collection and account balance management.
• Schedule Management
  • Schedule new and existing patients.
  • Coordinate scheduling for new patient referrals.
  • Reschedule cancellations and no-shows.
  • Help fill open appointment slots when cancellations occur.
  • Support both practice locations with schedule management.
• Additional Administrative Support
  • Process patient letter requests.
  • Provide general administrative support as needed.
  • Attend daily team huddles.
  • Use Tebra (Kareo) for EHR-related workflows.
  • Use Ooma for phone and fax workflows.
  • Use Zoom and/or Google Meet for virtual communication.

Qualifications

• Previous healthcare experience, preferably in a patient-facing administrative or virtual assistant role.
• Experience with insurance verification and prior authorizations.
• Strong professional phone communication skills.
• Comfortable handling inbound and outbound patient calls.
• Ability to communicate professionally with patients and other healthcare offices.
• Strong reliability and attendance; must be able to consistently attend daily huddles.
• Honest, trustworthy, and dependable.
• Hardworking, proactive, and able to think on your feet.

Preferred Qualifications

• Previous behavioral health or mental health experience is highly preferred for a smoother transition into the role.
• Experience with Tebra/Kareo.
• Experience managing patient scheduling, referrals, cancellations, and no-shows.
• Experience using Ooma or another VoIP phone system.
• Experience with co-pay collection or patient account balance follow-up.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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.