Virtual Assistant - Mental Health Practice

Scope of Work / Responsibilities

This role supports a mental health practice focused on root-cause psychiatry and holistic care. The VA will assist with a blend of front desk, billing, patient communication, lead generation, and administrative tasks. Ideal candidates will have a calm, warm voice, be experienced in mental health settings, and be confident with insurance verification, scheduling, and payment collection.

Core Responsibilities

• Phone & Patient Communication
  • Answer inbound calls and make outbound follow-ups
  • Absorb medication refill requests
  • Communicate with empathy and warmth, especially with sensitive patients
  • Speak with clear, easy-to-understand English (critical for older, Southern U.S. patients)
• Scheduling & Administrative Tasks
  • Set and confirm appointments
  • Conduct patient call follow-ups and manage the inbox
  • Manage insurance eligibility verification and documentation updates in Healthy (EHR)
  • Financial Coordination
    • Collect copays and follow up on payments
    • Support billing and coding tasks (especially as insurance billing expands)
    • Maintain patient financial records and ensure account accuracy
• Lead Generation & Community Outreach
  • Engage with prospective clients on Instagram DMs
  • Set appointments through social media and outreach
  • Reactivate past/dormant patients
  • Reach out to other local therapy offices to explore referral partnerships

Requirements

• Experience Requirements
  • Prior mental health or psychiatric practice experience strongly preferred
  • Experience using Weave (VoIP) and Healthie (EHR) strongly preferred
  • Experience with insurance verification, billing, and copay collection
• Required Skills & Qualities
  • Excellent, clear English speaking skills with a gentle tone
  • Confident in handling phone-based patient conversations
  • Familiarity with mental health philosophy: root-cause approach, functional medicine, nutrition’s role in care
  • Empathetic and professional communication skills
  • Social media savvy – especially Instagram DM engagement
  • Organized, detail-oriented, and self-motivated
• 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.