Mental Health Virtual Assistant, Patient Coordinator

Responsibilities

• Serve as the virtual front desk by answering incoming phone calls professionally and promptly.
• Respond to patient emails and inquiries with excellent customer service.
• Schedule, reschedule, and confirm patient appointments.
• Maintain provider calendars and ensure efficient scheduling.
• Verify patients' insurance benefits and eligibility.
• Perform general healthcare administrative tasks and maintain accurate patient information.
• Support daily clinic operations to ensure smooth workflow.
• Conduct outbound calls to previous patients to encourage appointment scheduling.
• Help re-engage inactive patients to improve provider schedules and practice growth.
• Maintain professional, empathetic communication during outreach.
• Assist with updating the practice's website as needed.
• Support basic social media management and content updates.
• Help maintain an engaging online presence to support practice growth.
• Provide basic billing assistance when needed.
• Support billing-related administrative tasks and be open to learning additional responsibilities as the practice grows.

Requirements

• At least 2 years of healthcare or medical virtual assistant experience.
• Experience handling patient scheduling, appointment coordination, and administrative support.
• Strong verbal and written English communication skills with a neutral, professional phone presence.
• Excellent customer service and interpersonal skills.
• Strong organizational and multitasking abilities.
• Preferred: Experience supporting a mental health or behavioral health practice.
• Preferred: Experience verifying insurance benefits.
• Preferred: Exposure to medical billing processes.
• Preferred: Experience conducting outbound patient calls or appointment reactivation campaigns.
• Preferred: Familiarity with website or social media management.
• Preferred Software & Tools: TherapyNotes (Ideal), RingRx (Ideal), Spruce Health, Weave, RingCentral, Nextiva, Dialpad, SimplePractice, Athena, AdvancedMD, eClinicalWorks, Kareo/Tebra, Practice Fusion, or other healthcare software; understanding of insurance eligibility workflows, Google Workspace, WordPress, Canva, Meta Business Suite (nice to have).

Core Competencies

Demonstrates expertise in healthcare administrative support, including patient scheduling, insurance verification, and effective communication. Proficient in managing clinic operations and enhancing patient engagement through outreach and digital presence.