Mental Health Virtual Receptionist & Patient Care Coordinator

Winning Assistants, Inc.; United States; Remote; USD 6,900 - 8,300; Full time

Benefits offered by this job

HIPAA & Cybersecurity Training

Top VA Performance Training

Flexible US holidays (client-approved)

VPN access (optional)

Dedicated contractor support

Job summary

Winning Assistants is seeking a Mental Health Virtual Receptionist & Patient Care Coordinator to handle front-line patient interactions, scheduling, and EMR tasks.

This remote position supports a U.S.-based practice transitioning from DrChrono to Healthy EMR, while ensuring compassionate, confidential service for children and families.

Qualifications

• 3–5 years of experience in healthcare or medical admin.
• Experience as Medical Virtual Assistant or similar role.
• Excellent spoken and written English.

Responsibilities

• Answer calls as virtual receptionist and manage inquiries.
• Schedule and adjust patient appointments and provider calendars.
• Coordinate medication refills and EMR documentation.
• Respond to patient emails with professional support.
• Prepare letters for schools/camps regarding assessments.
• Assist with EMR migration and data entry.

Skills

English communication

Phone handling

Healthcare experience

Scheduling

EMR knowledge

Confidentiality

Tools

Healthy EMR

DrChrono

Job description

Job Title: Mental Health Virtual Receptionist & Patient Care Coordinator

Position type: Full-time

Work Schedule: Monday - Friday | 9:00AM - 6:00PM EDT

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

Location: Remote - Philippines

Client Overview and Job Summary

Our client is a growing U.S.-based private mental health practice dedicated to providing compassionate, evidence-based psychiatric care for children, adolescents, and families. Their mission is to make high-quality mental healthcare accessible while creating a supportive and welcoming experience for every patient. The practice combines personalized care with modern technology and is currently transitioning to a new electronic medical record (EMR) system to further improve patient care and operational efficiency.

Our client is seeking a highly organized, compassionate, and detail-oriented Mental Health Virtual Receptionist & Patient Care Coordinator to become the first point of contact for patients and families.

This role combines virtual reception, appointment coordination, medication refill management, EMR documentation, and administrative support to ensure a seamless patient experience. You'll work closely with providers and the billing team while helping support the practice's transition from DrChrono EMR to Healthy EMR.

Responsibilities

• Answer incoming phone calls as the practice's dedicated virtual receptionist.
• Schedule, reschedule, and manage patient appointments and provider calendars.
• Track, coordinate, and follow up on medication refill requests.
• Respond promptly to patient emails and provide excellent customer support.
• Prepare support letters for schools and camps regarding psychiatric assessments and activity restrictions.
• Send manual appointment reminders until the transition to Healthy EMR is complete.
• Coordinate administrative tasks with the in-house biller.
• Perform accurate EMR documentation and patient data entry.
• Maintain organized and up-to-date patient records.
• Provide administrative and backend support for healthcare providers.
• Assist with onboarding, workflow documentation, and knowledge transfer during the EMR migration from DrChrono to Healthy EMR.
• Ensure compassionate, professional, and timely communication with patients and families.
• Help maintain smooth day-to-day practice operations through effective organization and workflow management.

Top 3 Priorities

1. Phone Answering & Virtual Reception
   • Serve as the primary point of contact by answering incoming patient calls with professionalism, empathy, and efficiency.
2. Medication Refill Management
   • Coordinate medication refill requests accurately while ensuring timely communication with providers and patients.
3. Appointment Scheduling & Patient Communication
   • Manage provider calendars, appointment scheduling, reminders, and patient communications through phone and email.

Requirements

• 3-5 years of experience working in the healthcare or medical industry.
• Previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, Medical Receptionist, Patient Care Coordinator, or Virtual Receptionist.
• Extensive experience handling high volumes of inbound phone calls with a polished, confident, and compassionate phone presence.
• Excellent verbal and written English communication skills.
• Experience working in healthcare, mental health, or other medical administrative environments.
• Experience with appointment scheduling, calendar management, and patient coordination.
• Ability to manage medication refill requests accurately and efficiently.
• Strong organizational, multitasking, and time management skills.
• Exceptional attention to detail.
• Fast learner who adapts quickly to new systems and workflows.
• Reliable, dependable, and highly accountable.
• Able to maintain professionalism and confidentiality while working with high-profile patients.
• Compassionate, patient-focused, and comfortable communicating with children, adolescents, and their families.
• Healthy EMR, DrChrono (Highly Preferred) or Similar EMR Systems (will transition from DrChrono to Healthy EMR

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.