Mental Health Virtual Assistant, Patient Coordinator

Responsibilities

• Serve as the virtual front desk by answering incoming phone calls professionally and promptly.
• Respond to patient emails and inquiries with excellent customer service.
• Schedule, reschedule, and confirm patient appointments.
• Maintain provider calendars and ensure efficient scheduling.
• Verify patients' insurance benefits and eligibility.
• Perform general healthcare administrative tasks and maintain accurate patient information.
• Support daily clinic operations to ensure smooth workflow.
• Conduct outbound calls to previous patients to encourage appointment scheduling.
• Help re-engage inactive patients to improve provider schedules and practice growth.
• Maintain professional, empathetic communication during outreach.
• Assist with updating the practice's website as needed.
• Support basic social media management and content updates.
• Help maintain an engaging online presence to support practice growth.
• Provide basic billing assistance when needed.
• Support billing-related administrative tasks and be open to learning additional responsibilities as the practice grows.

Requirements

• At least 2 years of healthcare or medical virtual assistant experience.
• Experience handling patient scheduling, appointment coordination, and administrative support.
• Strong verbal and written English communication skills with a neutral, professional phone presence.
• Excellent customer service and interpersonal skills.
• Strong organizational and multitasking abilities.
• Preferred: Experience supporting a mental health or behavioral health practice.
• Preferred: Experience verifying insurance benefits.
• Preferred: Exposure to medical billing processes.
• Preferred: Experience conducting outbound patient calls or appointment reactivation campaigns.
• Preferred: Familiarity with website or social media management.
• Preferred Software & Tools: Therapy Notes (Ideal), Ring Rx (Ideal), Spruce Health, Weave, Ring Central, Nextiva, Dialpad, Simple Practice, Athena, Advanced MD, e Clinical Works, Kareo/Tebra, Practice Fusion, or other healthcare software; understanding of insurance eligibility workflows, Google Workspace, Word Press, Canva, Meta Business Suite (nice to have).
• Core Competencies

Demonstrates expertise in healthcare administrative support, including patient scheduling, insurance verification, and effective communication.

Proficient in managing clinic operations and enhancing patient engagement through outreach and digital presence.

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