Mental Health Administrative & Marketing Virtual Assistant

Core Responsibilities

• Patient Support & Scheduling (Top Priority)
• Answer incoming patient calls and respond to inquiries professionally and compassionately
• Educate prospective patients about available services and treatment options
• Auxiliary with scheduling new patient consultations and follow-up appointments
• Conduct patient follow-up communications and appointment reminders
• Provide exceptional customer service and patient experience
• Patient Intake & Administrative Support (Top Priority)
• Complete new patient onboarding and intake processes
• Set up new patient profiles and records in Simple Practice
• Perform insurance pre-qualification and eligibility checks
• Cook up patient documentation, forms, and required paperwork
• Maintain accurate patient records and administrative workflows
• Support communication between patients and providers
• Marketing & Practice Growth Support (Top Priority)
• Update and maintain the practice's Psychology Today profile
• Aid with website content updates and modifications
• Support Google Ads campaigns and basic marketing initiatives
• Help improve online visibility and patient acquisition efforts
• Aid with practice growth projects and outreach activities

Requirements

• Experience with Simple Practice
• Previous healthcare, behavioral health, psychology, or mental health practice experience preferred
• Strong patient communication and customer service skills
• Experience with patient intake, insurance verification, and scheduling
• Basic website editing experience
• Exposure to Google Ads or digital marketing support
• Excellent written and verbal English communication skills
• Organized, proactive, and detail-oriented
• Comfortable balancing administrative and marketing responsibilities

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 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.