Virtual Medical Assistant – Psychiatric Practice

Virtual Medical Assistant – Psychiatric Practice
Location: Remote / Work From Home – Philippines
Position: Virtual Medical Assistant
Practice Area: Psychiatry / Mental Health
Employment: Part-Time initially, with opportunity to transition to Full-Time
Work Schedule: To be determined based on the selected candidate and practice needs
Salary: Negotiable based on experience and qualifications
Anticipated Start Date: October 15–30, 2026
Prefer someone who is willing to work Saturdays also since is my most busiest days.

About the Position
A growing U.S.-based psychiatric mental health private practice is seeking a dependable, professional, organized, and motivated Virtual Medical Assistant (VMA).
This position will initially be part-time, with the opportunity to transition to full-time employment for the right person. I am looking for someone who wants to develop a long-term working relationship with the practice and can eventually become an important part of its daily operations and growth.
The ideal candidate has a medical or healthcare background, communicates very well in English, is comfortable working with patients, and can assist with both clinical administrative and general practice responsibilities.
Previous experience working with a psychiatrist, psychiatric nurse practitioner, mental health practice, or U.S.-based healthcare provider is strongly preferred but not required for an exceptional candidate who is willing to learn.
The work schedule will be determined based on the selected candidate's availability, experience, and the needs of the practice. If the position transitions to full-time, preference will be given to someone who can make this practice their primary employment commitment.

Primary Responsibilities
Patient Communication and Scheduling
• Answer incoming patient calls professionally, accurately, and compassionately.
• Monitor voicemail and missed calls.
• Return routine patient calls and messages within 24 business hours.
• Schedule, reschedule, and confirm appointments.
• Follow up with prospective new patients.
• Assist new patients with the intake and scheduling process.
• Follow up on incoming referrals.
• Contact patients regarding outstanding balances when instructed.
• Route clinical questions and urgent concerns appropriately to the provider.
• Maintain professional and empathetic communication with patients and families.

Clinical and Documentation Support
• Assist with preparing patient charts before psychiatric evaluations and follow-up appointments.
• Help prepare clinical note templates and organize information for provider review.
• Assist with clinical documentation preparation under provider direction.
• Review charts for missing information or documentation.
• Organize psychiatric screening questionnaires and results.
• Assist with preparing patient education and aftercare documents.
• Upload and organize outside medical records.
• Request medical records from primary care providers, hospitals, therapists, pharmacies, and other healthcare

organizations when authorized.
• Assist with tracking laboratory orders and outstanding laboratory results.
• Upload and organize laboratory reports.
• Route laboratory results and other clinical information to the provider for review.
• Assist with tracking medication refill requests and other patient requests for provider review.
The Virtual Medical Assistant will not independently diagnose patients, interpret laboratory results, prescribe medications, change treatment plans, or provide medical advice. All clinical decisions remain the responsibility of the licensed provider.

Medication Prior Authorizations
A significant responsibility of this position will be assisting with medication prior authorizations.

Responsibilities may include:
• Preparing and submitting medication prior authorizations under provider direction.
• Following up on pending prior authorizations.
• Tracking approvals and denials.
• Obtaining necessary supporting documentation.
• Communicating with insurance companies and pharmacies regarding authorization issues.
• Assisting with documentation needed for appeals.
• Maintaining an organized system for outstanding prior authorizations.

Experience with CoverMyMeds is strongly preferred.
Referral Management and Practice Growth
I am looking for someone who can also help support the continued growth of the practice.

Responsibilities may include:
• Following up promptly with prospective new patients.
• Following up on referrals.
• Conducting professional outreach to primary care offices, therapy practices, psychologists, medical clinics, and other
potential referral sources.
• Providing approved information about the services offered by the practice.
• Maintaining an organized list of referral contacts and outreach activities.
• Helping maintain relationships with referral sources.
• Assisting with patient onboarding and retention.
• Helping keep online practice profiles accurate and up to date.
• Assisting with other appropriate practice-growth projects.

Online Practice Platforms
Experience with any of the following platforms is highly desirable:
• Zocdoc
• Headway
• Alma
• Psychology Today
• CoverMyMeds
• OptiMantra EHR
• Ooma
Applicants are not required to have experience with every platform. Training can be provided to the right candidate.
Ooma Phone System

The practice uses Ooma for business telephone services.
Experience with Ooma is preferred but not required. The selected candidate must be willing and able to learn and use the Ooma system for practice-related telephone communication.
Responsibilities may include:
• Making and receiving patient calls through Ooma.
• Monitoring voicemail and missed calls.
• Returning appropriate patient calls.
• Maintaining professional telephone etiquette.
• Protecting patient confidentiality during telephone communication.

The candidate must be able to download and reliably operate the required Ooma application/software on an approved device.

Billing and Coding Support
Basic knowledge of U.S. medical billing and coding is preferred.
Responsibilities may include:
• Assisting with basic insurance-related administrative issues.
• Communicating with the practice's billing team regarding patient billing concerns.
• Following up on unresolved billing issues.
• Contacting patients regarding outstanding balances when instructed.
• Assisting with insurance eligibility and benefits verification when needed.
• Helping coordinate communication between patients, the provider, and the billing team.

Familiarity with psychiatric CPT and ICD-10 coding is a plus.
Administrative Support
Additional responsibilities may include:
• Preparing and formatting documents.
• Creating reports.
• Creating and maintaining spreadsheets.
• Preparing presentations.
• Creating patient handouts and educational materials.
• Creating or updating practice flyers.
• Organizing administrative files.
• Maintaining task lists and follow-up lists.
• Assisting with administrative correspondence.
• Helping organize provider and practice administrative responsibilities.
• Assisting with other projects as the practice grows.

Social Media and Marketing Support

Depending on the candidate's skills and experience, responsibilities may also include:
• Assisting with the practice's social media accounts.
• Creating professional mental health educational content.
• Creating and scheduling Instagram and Facebook posts.
• Creating simple graphics, flyers, and promotional materials.
• Assisting with community outreach and practice marketing.
Good with website and SEO

Experience with Canva or similar design software is a plus.
Required Qualifications
• Must have a medical or healthcare background.
• Strong understanding of basic medical terminology.
• Excellent spoken and written English.
• Ability to communicate clearly and professionally with U.S.-based patients.
• Strong computer and technology skills.
• Ability and willingness to learn new healthcare software.
• Excellent attention to detail.
• Strong organizational and time-management skills.
• Ability to maintain patient confidentiality.
• Ability to follow written procedures and instructions.
• Ability to work independently after appropriate training.

Preferred Qualifications
The following are preferred but not necessarily required:
• Registered Nurse, nursing graduate, medical student, or other healthcare professional.
• Previous Virtual Medical Assistant experience.
• Psychiatry or behavioral health experience.
• Experience working with a U.S.-based healthcare practice.
• Medication prior authorization experience.
• CoverMyMeds experience.
• Medical billing or coding experience.
• Experience working with laboratory reports.
• EHR/EMR experience.
• Experience with OptiMantra.
• Experience with Ooma.
• Experience with Zocdoc, Headway, Alma, or Psychology Today.
C2-level English proficiency is strongly preferred.
Candidates who have less experience may still be considered if they have a strong medical background, excellent English, professionalism, good computer skills, and a genuine desire to learn.
Personal Qualities

The ideal candidate should be:
• Honest and trustworthy
• Reliable and accountable
• Organized and detail-oriented
• Professional
• Compassionate and empathetic
• Patient when communicating with psychiatric patients
• Motivated and willing to learn
• Comfortable receiving constructive feedback
• Able to manage multiple responsibilities
• Able to recognize when an issue needs to be escalated to the provider
• Proactive about completing assigned tasks and following up on unfinished work
• Interested in a long-term position and growing with the practice

HIPAA and Patient Confidentiality
Because this position involves access to confidential patient health information, the selected candidate must maintain strict patient confidentiality and comply with the practice's privacy and security requirements.
The selected candidate will be expected to:
• Follow HIPAA and practice privacy/security policies.
• Use only approved systems for patient information.
• Maintain a private and secure work environment.
• Never improperly copy, photograph, download, store, or share patient information.
• Complete HIPAA/privacy training if required.
• Sign a Business Associate Agreement (BAA) and confidentiality agreement.

Background Check
The selected candidate must be willing to provide an NBI Clearance or local police/background clearance if requested.
Technical Requirements
Because this is a remote healthcare position, reliable technology and internet service are essential.
The candidate must have:
• A reliable laptop or desktop computer suitable for daily professional use.
• Reliable high-speed internet/Wi-Fi.
• Internet capable of reliably supporting EHR access, Ooma telephone calls, and Zoom video meetings.
• A professional-quality headset with microphone.
• Webcam or integrated camera.
• A quiet, private, and professional workspace suitable for confidential patient calls.
• Ability to download and operate Ooma and other required practice applications.
• Reliable Zoom connection for video meetings with the provider.
• Backup internet access is strongly preferred.
• Backup power is strongly preferred, especially for candidates living in areas with frequent power interruptions.

Candidates selected for an interview may be asked to demonstrate their internet connection, Zoom/video quality, computer specifications, headset, and workspace setup.
Meetings and Communication
The candidate must be available for regular communication with the provider.
Weekly video meetings may be required, and the candidate should be comfortable participating in meetings with their camera on.

Good communication is extremely important. The VMA will be expected to communicate promptly when there is a problem, when clarification is needed, or when an assigned task cannot be completed.
Part-Time to Full-Time Opportunity
This position will initially be part-time, with the possibility of becoming full-time based on practice growth, performance, and mutual fit.
The opportunity for full-time employment will be based on factors such as:
• Reliability and attendance
• Quality and accuracy of work
• Communication
• Ability to follow through on assignments
• Ability to work independently
• Patient service
• Organizational skills
• Initiative
• Ability to support the growth and efficiency of the practice
• Long-term commitment
For the right candidate, the goal is to develop this into a stable, long-term position with increasing responsibilities as the practice grows.

Application Timeline
Applications will be reviewed as they are received.
Candidates selected for final interviews are expected to be contacted by approximately October 5, 2026.
The anticipated start date is October 15–30, 2026, depending on the selected candidate's experience and training needs.
Salary is negotiable based on experience, qualifications, and demonstrated skills.
We are looking for someone who wants to become a trusted and valued long-term member of a growing psychiatric practice.