[Hiring] Patient Intake & Administrative Support @HelpSquad, LLC

Role Description

This is a remote position. We are seeking a reliable, empathetic, and highly organized Patient Intake & Administrative Support Virtual Assistant to support a behavioral health practice with patient communication, intake coordination, scheduling, and administrative tasks. This is a non-clinical administrative role. The VA will not provide clinical advice, make clinical decisions, or modify clinical documentation.

Key Responsibilities

• Patient Communication & Administrative Support
  • Answer inbound patient calls and provide professional, courteous administrative assistance.
  • Monitor the practice's administrative inbox throughout the shift and respond to inquiries in a timely manner.
  • Respond to new client inquiries using approved email templates and established practice procedures.
  • Maintain a calm, professional, and empathetic tone during all patient interactions.
  • Escalate questions or concerns outside the VA's scope to the appropriate practice contact.
• Patient Intake & Scheduling
  • Send intake paperwork and required forms to new clients.
  • Track intake paperwork and monitor completion status.
  • Follow up with clients who have not completed their intake paperwork to prevent delays in scheduling.
  • Enter new client information into the practice's designated tracking spreadsheet. The tracking spreadsheet must not contain PHI.
  • Schedule patients once all required intake steps have been completed and according to practice guidelines.
  • Ensure scheduling information is accurate and up to date.
• Billing & Account Support
  • Handle administrative billing-related conversations regarding late cancellations and no-shows in accordance with established practice policies and approved scripts.
  • Communicate only information that has been approved by the practice.
  • Coordinate with designated billing contacts regarding client account questions or issues.
  • Coordinate with IT contacts when technical or account-related issues affect the patient or administrative workflow.
  • Escalate issues that require authorization or decision-making to the appropriate practice representative.
• Software & Tools
  • CarePatron
  • Grasshopper

Qualifications

• Previous experience in healthcare, behavioral health, medical administration, patient intake, medical reception, or a similar role preferred.
• Hands-on experience with CarePatron is strongly preferred.
• Experience using Grasshopper or similar VoIP/business phone systems preferred.
• Experience handling inbound patient/client calls and email communication.
• Strong organizational and follow-up skills.
• Excellent written and verbal English communication skills.
• Comfortable working with EHR/practice management systems, spreadsheets, scheduling tools, and administrative workflows.
• Strong attention to detail and ability to accurately track multiple clients through the intake process.
• Professional, calm, and empathetic communication style.
• Ability to follow established policies, scripts, and escalation procedures.
• Understanding of HIPAA and patient privacy requirements is strongly preferred.

Requirements

• The VA must not:
  • Provide clinical advice, diagnosis, treatment recommendations, or independently make clinical decisions.
  • Attempt to assess or determine a patient's clinical condition.
  • Delay escalation of clinical or patient-safety concerns. Any such concerns must be promptly escalated according to the Client's established policies and procedures.
  • Guarantee insurance coverage, benefits, reimbursement, or patient financial responsibility.
  • Communicate insurance or financial information beyond Client-approved estimates, scripts, and disclosures.
  • Change rates, fees, account balances, write-offs, refunds, waivers, or other financial adjustments without prior Client authorization.
  • Create, alter, delete, or otherwise modify clinical documentation or psychotherapy notes.
  • Release patient records or PHI to any person or entity unless expressly authorized by the Client and permitted under the applicable Business Associate Agreement and law.
  • Store PHI in the practice's non-PHI tracking spreadsheet or other unauthorized systems.
  • Make decisions outside the VA's assigned administrative scope.

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