Behavioral Health Medica\l Virtual Assistant (Referrals, Prior Auth & Prescrip)

Winning Assistants, Inc.; United States; Sur place; USD 7 000 - 8 000; Plein temps

Avantages offerts par ce poste

HIPAA & Cybersecurity Training + Certification

Premium VPN Access (Optional)

Access to productivity tools and support

Résumé du poste

Winning Assistants is looking for a Behavioral Health Medical Virtual Assistant to support daily operations in a fast-paced environment. The ideal candidate will manage administrative tasks and patient communications with professionalism and accuracy.

This fully remote position offers a flexible schedule and the opportunity to grow within the behavioral health field. Strong communication and multitasking abilities are essential, along with prior experience in healthcare and knowledge of EHR systems.

Qualifications

• MUST have prior experience working in behavioral health or mental health.
• Strong understanding of healthcare administrative workflows and patient coordination.
• Reliable, consistent, and dependable attendance.

Responsabilités

• Serve as the primary point of contact for patients and healthcare communications.
• Coordinate patient appointments and maintain an organized provider schedule.
• Provide administrative support to ensure smooth daily operations.

Connaissances

Healthcare administrative workflows

Patient coordination

Multitasking skills

Critical thinking

Communication skills

Formation

Experience in behavioral health or mental health

Experience as a Medical Virtual Assistant

Outils

Electronic Health Record (EHR) systems

Description du poste

Job Title: Behavioral Health Medical Virtual Assistant (Referrals, Prior Authorization & Prescriptions)

Position type: Full-time

Work hours: 8:30 AM – 5:30 PM Eastern Daylight Time (EDT)

Work days: Monday to Friday

Salary: $5 - $6 per hour depending on experience

Job code: LO-MindsetHC

Workplace: Remote

Preferred Candidate Location: Philippines

Scope of Work / Responsibilities

We are seeking a highly organized, dependable, and experienced Mental Health / Behavioral Health Medical Virtual Assistant to support the daily operations of a growing behavioral health practice. This role is ideal for someone who can confidently manage administrative and patient‑facing responsibilities in a fast‑paced healthcare environment while maintaining professionalism, urgency, and accuracy.

The ideal candidate has prior experience working in behavioral or mental healthcare and understands the importance of compassionate communication, confidentiality, and efficient workflow management. The practice owner is heavily involved in both clinical and administrative duties, so we are looking for someone who can work independently, think critically, solve problems proactively, and require minimal supervision.

This position plays a critical role in helping the practice improve patient flow, maintain strong communication, ensure accurate claims processing, and support the overall growth of the business. Candidates must be comfortable multitasking, prioritizing urgent matters appropriately, and managing multiple responsibilities simultaneously without sacrificing quality or attention to detail.

Key Responsibilities

Communications Management

Serve as the primary point of contact for patients and healthcare‑related communications. Handle inbound and outbound phone calls, emails, faxes, and EMR chat messages professionally and efficiently while ensuring patients receive timely support and accurate information.

• Answering and routing incoming phone calls
• Returning patient calls and voicemails promptly
• Managing provider messages and urgent requests
• Handling patient inquiries professionally and empathetically
• Communicating with pharmacies, insurance companies, and referral sources
• Managing EMR chat communication and office correspondence

Scheduling & Appointment Management

Coordinate patient appointments and maintain an organized provider schedule to maximize productivity and patient volume. Ensure scheduling accuracy while balancing urgent requests, follow‑ups, and referrals.

• Scheduling new and existing patient appointments
• Appointment confirmations and rescheduling
• Coordinating referrals and intake processes
• Following up with interested patients and referrals
• Conducting patient reactivation calls for inactive patients
• Managing calendar updates and provider availability

Administrative & Healthcare Support

Provide administrative support to ensure smooth daily operations and efficient patient care coordination. Assist with insurance‑related processes, claims review, and documentation management.

• Insurance verification and eligibility checks
• Prior authorization processing
• Claims coding review and claims submission
• Reviewing documentation for accuracy and completeness
• Maintaining organized patient records within the EHR/EMR system
• Assisting with collections and copay processing
• Supporting billing and administrative workflows

Multitasking & Priority Management

Effectively manage multiple responsibilities simultaneously while maintaining composure, professionalism, and attention to detail in a fast‑paced environment.

• Handling multiple incoming calls at once
• Determining which concerns require immediate provider attention
• Prioritizing urgent patient matters appropriately
• Managing interruptions without losing task accuracy
• Making sound decisions independently when appropriate
• Knowing when issues should be escalated to the provider

Requirements

Healthcare & Behavioral Health Experience

• MUST have prior experience working in behavioral health or mental health
• Previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, or Healthcare Support Specialist is REQUIRED
• Strong understanding of healthcare administrative workflows and patient coordination

EHR / EMR Knowledge

• Experience using Electronic Health Record (EHR) or Electronic Medical Record (EMR) systems is REQUIRED
• Optima experience is highly preferred
• Candidates with extensive EHR/EMR experience from other systems are welcome to apply

Claims & Insurance Knowledge

• Basic to intermediate knowledge of claims coding and healthcare claims processing
• Experience with insurance verification, authorizations, and billing‑related workflows
• Understanding of accurate claims handling and its impact on practice cash flow

Communication Skills

• Strong verbal and written English communication skills
• Professional and compassionate patient interaction
• Ability to communicate effectively with providers, patients, pharmacies, and insurance companies

Multitasking & Critical Thinking

• Strong multitasking and organizational skills are REQUIRED
• Ability to prioritize tasks efficiently in high‑volume situations
• Strong problem‑solving, decision‑making, and critical‑thinking abilities
• Ability to remain calm and productive under pressure

Reliability & Work Ethic

• Reliable, consistent, and dependable attendance
• Ability to work independently with minimal supervision
• Strong sense of urgency and accountability
• Detail‑oriented and proactive approach to work
• Ability to adapt quickly and support a growing practice

Basic 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.
• Proficient with basic office and communication tools
• Comfortable using VOIP phone systems (UMA VOIP experience is a plus)

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.

These are optional resources and client‑approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.