Medical Virtual Assistant (Mental Health Practice)

About The Client

Emerald is a growing mental health practice utilizing multiple healthcare platforms for patient care and operations. Currently serving approximately 30–40 patients per week, Emerald is seeking a Medical Virtual Assistant to support patient onboarding, communication, and scheduling processes.

Primary Responsibilities

• Collect and verify new patient documents, including driver’s licenses or government-issued IDs, insurance information, consent forms, and release of information (ROI) forms.
• Coordinate onboarding for patients coming through Grow Therapy and Headway.
• Ensure all required documents are completed, uploaded, and properly stored.
• Follow up with patients regarding missing documentation.
• Email management and patient communication.
• Manage incoming emails and patient messages professionally and efficiently.
• Respond to patient inquiries in a timely manner.
• Utilize critical thinking rather than relying on excessive copying and pasting.
• Communicate through Spruce and other approved communication channels.
• Escalate clinical concerns appropriately when necessary.

Scheduling & Appointment Management

• Schedule, reschedule, and confirm patient appointments.
• Maintain provider calendars accurately.
• Cover appointment requests across multiple platforms.
• Minimize scheduling conflicts and missed appointments.

Additional Responsibilities (Future Implementation)

• Medical billing support.
• Insurance verification and eligibility checks.
• Prior authorization processing.
• Labor order and fax coordination.
• Claims follow-up and revenue cycle support.

Requirements

• Previous experience as a Medical Virtual Assistant, Healthcare VA, or Medical Administrative Assistant.
• Knowledge of insurance verification processes.
• Familiarity with prior authorizations and insurance benefits checks.
• Experience uploading, organizing, and obtaining signatures on documents using Adobe Acrobat or similar tools.
• Strong organizational and time-management skills.
• Able to work independently with minimal supervision.
• Excellent written and verbal communication skills.
• Neutral English accent.
• Detail-oriented with strong follow-through.

Preferred Experience

• Experience with any of the following platforms: PracticeQ (Practice Queue), EHR, Grow Therapy, Headway, Spruce, Adobe Acrobat Sign, Slack, Salesforce, WhatsApp, Skype, Zoom, Google Meet.

Ideal Candidate Traits

• Proactive and resourceful.
• Reliable and accountable.
• Strong attention to detail.
• Quick learner who can adapt to multiple systems.
• Professional communicator.
• Efficient problem-solver.
• Comfortable working in a fast-paced healthcare environment.

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.

Technical Requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 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.