Mental Health Virtual Assistant - Patient Support & Billing Coordination

Winning Assistants, Inc.; United States; Remote; USD 40,000 - 60,000; Full time

Benefits offered by this job

Dedicated HR & Contractor Support Team

HIPAA & Cybersecurity Training + Certification

Performance-Based Incentives

Job summary

Winning Assistants is seeking a Mental Health Virtual Assistant to aid in the operations of a busy private practice. This role includes essential tasks such as managing phone communications, onboarding new patients, and assisting with billing and administrative functions.

Ideal candidates should have healthcare administration experience and be competent in using Simple Practice. The position offers opportunities for training and performance-based incentives.

Qualifications

• Experience with patient scheduling and onboarding.
• Familiarity with billing denials and healthcare administrative workflows.
• Understanding of HIPAA compliance and patient confidentiality.

Responsibilities

• Support phone management and new patient intake.
• Assist with billing support and accounts receivable follow-ups.
• Manage appointment scheduling and follow-ups.

Skills

Healthcare administration experience

Medical billing support

Patient communication

Proficiency in Simple Practice

Communication skills

Tools

Simple Practice

Google Voice

Google Meet

WhatsApp

Job description

Scope of Work / Responsibilities

We are looking for a highly organized and reliable Mental Health Virtual Assistant to support a busy private practice with phone management, patient onboarding, billing support, and administrative coordination.

This role is ideal for someone with experience in healthcare administration, medical billing support, and patient communication, especially within a clinical or mental health setting.

The VA will play an important role in helping streamline operations, improve patient responsiveness, and reduce administrative workload for the provider.

Primary Responsibilities

1. Phone Answering & New Patient Intake (Top Priority):
   • Answer incoming calls using the Google Voice system
   • Capture and assist new patients during initial inquiries
   • Provide professional and patient-friendly phone support
   • Help onboard new patients before their first appointment
2. Billing Support & Accounts Receivable (AR) Follow-Up:
   • Assist with back billing and AR collection follow-ups
   • Help review denied claims and support billing managers with denials
   • Provide billing-related information and documentation support
   • Review older AR files and assist with collection efforts
3. Initial Client Setup & Administrative Support:
   • Set up new patient information in Simple Practice
   • Upload scanned documents, forms, and fax files into the system
   • Assist with scheduling and appointment coordination
   • Maintain organized patient records and administrative workflows

Additional Responsibilities

• Manage appointment scheduling and follow-ups
• Conduct recall calls for previous patients when needed
• Assist with document scanning and file organization
• Support communication through WhatsApp, Google Meet, phone, and email

Systems & Tools Used

• Simple Practice (Required)
• Google Voice
• Google Meet
• WhatsApp
• Healthcare billing and documentation systems

Requirements

• Previous healthcare or clinical administrative experience preferred
• Experience with billing, insurance verification, or AR collections preferred
• Experience with Simple Practice is REQUIRED
• Mental health or behavioral health experience is a plus
• Previous virtual assistant experience preferred

Technical Skills

• Strong proficiency with Simple Practice
• Familiarity with Google Voice
• Comfortable managing documents and uploading files

Healthcare Administrative Knowledge

• Experience with patient scheduling and onboarding
• Familiarity with billing denials and healthcare administrative workflows
• Understanding of HIPAA compliance and patient confidentiality

Communication Skills

• Professional phone communication and patient interaction skills
• Comfortable handling real-time communication requests
• Responsive and reliable during work hours

Work Style

• Strong attention to detail
• Ability to multitask across phone support, billing, and admin work
• Able to work independently with minimal supervision
• Reliable and consistent in completing tasks accurately

Critical Requirements / Deal Breakers

• No experience with Simple Practice
• Poor responsiveness during work hours
• Weak communication or phone skills
• Inability to manage multiple concurrent tasks
• Lack of reliability or consistency

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 10Mbps)
• Audio: Noise‑canceling headset
• Video: Webcam for virtual meetings
• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits