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TYPE OF WORK
Full Time
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SALARY
$600/month
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HOURS PER WEEK
40
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DATE UPDATED
Sep 21, 2026
Virtual Administrative Assistant – Outpatient Psychiatry Practice
Position: Virtual Administrative Assistant / Medical Virtual Assistant
Work Setting: Remote
Industry: Outpatient Mental Health / Psychiatry (Adult and Pediatric)
We are a growing outpatient psychiatric practice seeking a reliable, professional, and highly organized Virtual Administrative Assistant to support our providers and patients.
This is a patient-facing position and an important part of our practice operations. We are looking for someone who communicates exceptionally well, pays close attention to detail, takes initiative, and consistently follows tasks through to completion.
Key Responsibilities:
* Answer and manage incoming patient phone calls in a professional, warm, and timely manner
* Return calls and ensure patient messages are appropriately documented and routed
* Schedule, reschedule, and confirm appointments for the psychiatrist and part-time nurse practitioners
* Verify insurance eligibility and benefits prior to appointments
* Communicate relevant insurance information, copays, and administrative requirements to patients
* Maintain accurate patient demographic and insurance information
* Use AdvancedMD (EMR) for scheduling, patient records, and other administrative functions
* Use Spruce Health (VOIP phone system) for call handling and other administrative functions
* Upload, send, receive, and appropriately route faxes and documents
* Prepare routine patient letters and administrative correspondence using provided templates
* Monitor administrative messages and ensure requests are addressed or routed to the appropriate team member
* Assist with other administrative and front-office responsibilities as needed
### What We Are Looking For
The ideal candidate is:
* **Reliable and dependable** – consistent attendance and availability are extremely important
* **Detail-oriented** – able to accurately manage scheduling/multiple calendars, insurance information, patient messages, and documentation
* **An excellent communicator** – both verbally and in writing
* **Professional and personable on the phone (empathy and warmth is important in this patient population)**
* **Organized and able to manage multiple priorities**
* **Proactive** – able to recognize what needs to be done without requiring constant reminders
* **Accountable** – follows through on assigned tasks and communicates when something is incomplete or requires assistance
* Comfortable communicating with patients, healthcare providers, pharmacies, insurance companies, and other medical offices
* Able to maintain patient confidentiality and follow HIPAA/privacy expectations
### Preferred Experience
Previous experience working remotely for a **U.S.-based medical or behavioral health practice** is strongly preferred.
Experience with the following is especially helpful:
* Medical office administration or virtual medical assistance
* Insurance eligibility and benefits verification
* Appointment scheduling
* Patient phone support
* Electronic medical records (EMR/EHR)
* **AdvancedMD**
* Behavioral health, psychiatry, or mental health practices
* HIPAA and handling protected health information
### Technology Requirements
Applicants should have:
* Reliable high-speed internet
* A dependable computer and quiet, professional workspace
* Excellent English communication skills
* Ability to reliably work during designated U.S. Central Time business hours
* Comfort learning and working across multiple web-based systems
### To Apply
Please submit your resume and a brief introduction describing your experience with **medical practices, patient phone calls, appointment scheduling, and insurance verification**.
In your application, please also answer the following:
1. How many years of experience do you have working with U.S.-based healthcare practices?
2. What experience do you have verifying insurance eligibility and benefits?
3. Which EMR/EHR systems have you used? Have you used AdvancedMD?
4. Describe your experience answering patient phone calls and managing a medical office schedule.
5. What steps do you take to make sure a task or patient request does not fall through the cracks?
6. What hours are you available to work in U.S. Central Time?
7. Please provide a brief example of how you would handle an upset patient calling because they have left multiple messages and have not received a response.
We are looking for someone interested in becoming a **dependable, long-term member of our team**, rather than simply completing individual tasks. Strong communication, consistency, professionalism, and follow-through are essential for success in this role.
