Medical Virtual Assistant (Administrative & Billing Support) | Psychotherapy

Winning Assistants; United States; Remote; USD 14,327,000 - 20,113,000; Part time

Benefits offered by this job

HIPAA Training

Cybersecurity Training

Top VA Training

US holiday access

Job summary

Santa Barbara Cottage Hospital is seeking a Medical Virtual Assistant for part-time, remote work. The role focuses on executive support, patient coordination, and medical billing for a psychotherapy practice.

Ideal candidates are highly organized, proactive, and able to manage multiple responsibilities independently, with experience in healthcare administration and EHR systems.

Qualifications

• At least 1 year of experience as a Medical Virtual Assistant or in a healthcare administrative role.

Responsibilities

• Provide executive and administrative support, manage emails, calendars, and reminders.

Skills

English communication

Patient communication

Organization

Multitasking

Proactivity

Independence

AI tools

Healthcare experience

EHR/EMR experience

Tools

EHR/EMR systems

SimplePractice

Job description

Medical Virtual Assistant (Administrative & Billing Support) | Psychotherapy

Position Type: Part-Time
Work Setup: Remote
Preferred Candidate Location: Philippines
Schedule: Monday to Friday | 9:00 AM – 1:00 PM Eastern Time (EST)
Rate: USD $5–$7 per hour

DESCRIPTION

About the Client

Our client is a growing psychotherapy practice dedicated to providing personalized mental health services.

About the Role

We are looking for a detail-oriented Medical Executive Virtual Assistant to provide executive support, healthcare administration, patient coordination, and medical billing assistance. This role requires someone who is highly organized, proactive, and able to manage multiple responsibilities independently.

Key Responsibilities

Top 3 Responsibilities

1. Executive & Administrative Support (Highest Priority)

• Manage and organize emails across multiple businesses.
• Monitor inboxes and identify important follow-ups.
• Create task lists and reminders.
• Return missed calls.
• Keep client organized and on top of daily responsibilities.

2. Patient Care Coordination & Administrative Operations

• Schedule and reschedule appointments.
• Coordinate referrals and patient follow-ups.
• Assist with onboarding new clients.
• Ensure paperwork, lab orders, and payments are completed.
• Support patient management across all three businesses.

3. Medical Billing & Insurance Support

• Review patient accounts for accuracy.
• Assist with claim denials and billing follow-up.
• Handle prior authorizations when needed (primarily for VA patients).
• Client noted this will likely make up only about 20% of the role since she is not currently accepting many new insurance patients.

Other responsibilities

• Answer and manage inbound and outbound patient calls.
• Monitor and respond to administrative and business emails.
• Manage calendars and coordinate meetings.
• Update and maintain practice records and systems.
• Review AI-generated content for accuracy prior to posting.

Requirements

Qualifications & Experience

• At least 1 year of experience as a Medical Virtual Assistant or in a healthcare administrative role

• Behavioral health or psychotherapy experience is preferred

• At least 1 year of experience with:

• Healthcare administration
• Insurance authorizations
• Medical billing and claims management
• Patient scheduling

• Experience working with Explanation of Benefits (EOBs) and denial follow-up.

• Experience with EHR/EMR systems required; SimplePractice experience is a plus.

Skills & Qualifications

• Excellent written and verbal English communication skills
• Strong patient communication and customer service skills
• Highly organized with excellent attention to detail
• Able to manage multiple priorities and support multiple businesses
• Comfortable learning new systems and AI tools
• Proactive, dependable, and able to work independently
• Interested in a long-term opportunity with potential to transition to full-time

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.

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