Behavioral Health Administrative Coordinator

About The Role

Our Client is looking for a highly reliable Virtual Assistant to support a growing behavioral health practice. This is an exciting opportunity to join during a key restructuring phase, with strong potential for long-term growth and additional opportunities as the team expands. This role is ideal for someone who is proactive, detail-oriented, and thrives in a fast-paced healthcare environment. You will play a critical role in patient communication, scheduling, and operational efficiency—directly impacting patient care and business growth.

Key Responsibilities

• Phone Call Management: Answer all inbound calls promptly and ensure no missed calls
• Patient Intake & Scheduling: Manage new patient intake and coordinate appointments
• Referral Processing: Handle referrals and ensure timely follow-ups
• No-Show Follow-Up: Contact patients at least twice and send text reminders with proper documentation
• Insurance Verification & Prior Authorizations: Accurately process and verify patient coverage
• Speed-to-Lead Response: Follow up on new inquiries/referrals within 5 minutes (critical KPI)
• Patient Support: Assist with patient questions, including basic clinical-related inquiries when appropriate
• Objection Handling (Nice-to-Have): Comfortably handle basic patient concerns or hesitations over the phone
• Team Collaboration: Participate in daily Zoom meetings with the team

Performance Goals

• Ensure all incoming calls are answered immediately
• Maintain rapid response times for new leads and referrals
• Improve patient attendance through structured follow-ups
• Support the clinic’s goal of reaching 100 patients/month

Growth Opportunity

• The client is currently restructuring operations and may expand the team significantly
• Strong performers may have opportunities for long-term stability and advancement

Requirements

• Core Qualifications: HIPAA-trained and certified (required), proven experience in healthcare administrative tasks, experience in behavioral health or mental health practices (preferred), ability to handle patient inquiries beyond scheduling (e.g., medication side effects, general clinical questions), excellent communication skills (clear spoken and written English required), strong consistency, accountability, and reliability, critical thinking and problem-solving skills

Additional Skills (Nice-to-Have)

• Spanish bilingual ability (preferred but not required)
• Ability to handle basic sales or patient objections over the phone
• Experience & Background: Medical degree/license: Not required, Virtual assistant experience: Preferred but not required, Must have relevant experience in a similar administrative or healthcare support role, 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 & System Requirements

• Experience with multiple EHR systems (Valant experience preferred but not required), Open to candidates with experience in other EHRs, as systems may transition to one integrated with HubSpot, Experience with RingCentral phone system (preferred)

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

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.