Mental Health Virtual Assistant (English & Spanish)

FLEXTEEM; Philippines; Remote; PHP 1,722,000 - 2,584,000; Part time

Job summary

Flexteem LLC provides remote administrative and operational support to healthcare practices across the United States. FLEXTEEM is recruiting an experienced Bilingual Mental Health Virtual Assistant to support an established U.S.-based outpatient mental health and behavioral health practice.

This role requires prior administrative experience in U.S.-based mental health settings, fluency in English and Spanish, and strong scheduling and privacy skills.

Qualifications

• Minimum of one year of admin experience with U.S.-based mental health practices.
• Fluent spoken and written English and Spanish.
• Experience with behavioral health EHR/EMR or practice-management software.
• Experience scheduling and intake coordination in mental health settings.
• Knowledge of HIPAA and patient confidentiality.
• Ability to work independently with established workflows.
• Reliable internet and private workspace.
• Able to work ~30 hours weekly during U.S. Eastern Time.

Responsibilities

• Handle incoming and outgoing patient calls in English and Spanish.
• Coordinate mental health appointments and evaluations.
• Manage patient scheduling, confirmations, cancellations and follow-ups.
• Assist with new patient intake and referrals.
• Maintain therapists' and providers' calendars.
• Assist with intake forms and admin documentation.
• Update patient data in EHR/EMR systems.
• Verify insurance eligibility (Medicaid & commercial) as assigned.
• Facilitate communication between patients and providers.
• Maintain HIPAA-compliant confidential communications.

Skills

Bilingual English/Spanish

Communication skills

Organizational skills

Independent work

Tools

TheraNest

TherapyNotes

SimplePractice

EHR/EMR software

Job description

Flexteem LLC provides remote administrative and operational support to healthcare practices across the United States.

We are currently recruiting an experienced Bilingual Mental Health Virtual Assistant to support an established U.S.-based outpatient mental health and behavioral health practice.

IMPORTANT: This position is exclusively for candidates with previous administrative experience supporting U.S.-based mental health clinics, behavioral health facilities, psychiatric practices, counseling centers, or similar organizations. General virtual assistant experience alone does not meet our requirements.

Key Responsibilities

Depending on the client's established workflows, responsibilities may include:

• Managing incoming and outgoing patient calls in English and Spanish.
• Coordinating mental health counseling, therapy, psychiatric evaluations, and medication-management appointments.
• Handling patient scheduling, confirmations, cancellations, and follow-ups.
• Assisting with new patient intake, registration, and referral coordination.
• Managing appointment calendars for therapists, counselors, and psychiatric providers.
• Supporting patients with intake forms and required administrative documentation.
• Updating patient information using authorized behavioral health EHR/EMR systems.
• Assisting with insurance eligibility verification, including Medicaid and commercial insurance, when assigned.
• Managing administrative follow-ups and coordinating communication between patients and providers.
• Maintaining professional, empathetic communication with patients seeking mental health services.
• Protecting patient confidentiality and following HIPAA requirements and established practice protocols.

Mandatory Qualifications

• Minimum of one year of previous administrative experience supporting a U.S.-based mental health, behavioral health, psychiatry, psychotherapy, or counseling practice.
• Fluent spoken and written English and Spanish.
• Previous hands-on experience with behavioral health EHR/EMR or practice-management software.
• Experience in mental health patient scheduling, intake coordination, and administrative operations.
• Familiarity with HIPAA regulations and patient confidentiality.
• Experience communicating professionally with U.S. patients and healthcare providers.
• Strong telephone communication and organizational skills.
• Ability to work independently and adapt quickly to established practice workflows.
• Reliable internet connection, suitable computer equipment, and a quality headset.
• A dedicated, private, quiet workspace suitable for confidential patient communications.
• Availability to work approximately 30 hours weekly during U.S. Eastern Time business hours.

Preferred Qualifications

• Experience using TheraNest, TherapyNotes, SimplePractice, or similar behavioral health EHR platforms.
• Experience supporting outpatient mental health clinics or community behavioral health facilities.
• Knowledge of Maryland Medicaid and commercial behavioral health insurance processes.
• Experience handling psychiatric referrals, behavioral health intake forms, and therapy scheduling.
• Familiarity with Hushmail, HushForms, or comparable secure healthcare communication systems.