Virtual Assistant – Mental Health Practice

Virtual Assistant – Mental Health Practice

Embrace Your Mind and Wellness, LLC

Remote | Philippines-Based | Part-Time | 15–20 Hours Weekly | $4–$5 USD/Hour

About Our Practice

Embrace Your Mind and Wellness, LLC is a growing U.S.-based outpatient psychiatric mental health practice serving patients in New York and New Jersey through telehealth and in-person services.

We are seeking an experienced, dependable, detail-oriented Medical Virtual Assistant to provide administrative, documentation, and operational support.

The ideal candidate has previous experience supporting U.S.-based psychiatric providers, behavioral health practices, or multi-provider medical groups.

We are looking for someone who takes initiative, communicates proactively, follows through on assigned responsibilities, and can work independently without requiring constant reminders or supervision.

This is intended to be a long-term opportunity, with potential for increased hours and responsibilities as the practice expands.

Key Responsibilities

1. Patient Scheduling and Intake Coordination

* Follow up on all new patient bookings and inquiries within 24 hours, preferably sooner during scheduled working hours.
* Send intake paperwork, consent forms, appointment instructions, and reminders.
* Review upcoming appointments to identify missing forms, incomplete registrations, or outstanding administrative requirements.
* Follow up with patients regarding incomplete paperwork before appointments.
* Collect and securely upload identification, insurance cards, and required documents into the appropriate EHR.
* Assist with scheduling, rescheduling, cancellations, and appointment confirmations.
* Monitor Zocdoc bookings and coordinate patient intake across practice platforms.
* Maintain accurate scheduling records and proactively communicate appointment-related concerns to the provider.

2. Psychiatric Documentation and EHR Support

* Assist with preparing psychiatric intake and medication-management follow-up notes based on clinician-provided information.
* Organize clinical documentation using approved templates and established practice guidelines.
* Review administrative documentation queues and identify missing or incomplete notes.
* Notify the provider of outstanding documentation requiring clinical review or signature.
* Update EHR templates, intake forms, and administrative workflows as directed.
* Ensure documentation tasks are completed accurately and within established deadlines.
* Maintain clear tracking of pending and completed documentation tasks.

All clinical notes must be reviewed and approved by the licensed provider. The VA will not independently assess patients, make treatment decisions, or alter clinical findings.

3. Insurance Verification, Prior Authorizations, and Billing Support

* Verify patient insurance eligibility, benefits, copayments, deductibles, and coverage requirements.
* Complete administrative portions of medication prior authorization requests and follow up with pharmacies and insurance companies.
* Maintain a tracking system for pending, approved, and denied authorizations.
* Coordinate with the billing team regarding outstanding claims, payment discrepancies, and denials.
* Monitor unresolved billing issues and provide timely updates.
* Prepare monthly reports summarizing outstanding claims, denials, and follow-up actions.
* Escalate insurance or authorization issues that may affect patient access to treatment.

4. Patient Communication and Administrative Support

* Monitor designated practice email, phone, and messaging platforms during assigned hours.
* Respond to routine administrative questions using approved practice communication guidelines.
* Communicate professionally, respectfully, and compassionately with patients.
* Maintain organized records, spreadsheets, and administrative tracking systems.
* Coordinate referrals, medical records requests, and routine provider communications.
* Route clinical questions, medication concerns, urgent messages, and safety-related issues promptly to the appropriate licensed clinician according to established protocols.

5. Practice Organization and Daily Operations

* Maintain an organized daily task list with clear priorities and deadlines.
* Proactively identify outstanding tasks, upcoming deadlines, scheduling gaps, and administrative issues.
* Provide brief daily updates summarizing completed work, pending items, and matters requiring provider attention.
* Follow through on assigned tasks without repeated reminders.
* Communicate any delays, barriers, or questions as soon as they arise.
* Assist with developing and maintaining standard operating procedures (SOPs).
* Support administrative workflow improvements and practice growth initiatives.
* Assist with approved social media scheduling and basic marketing tasks when primary responsibilities are completed.

Required Qualifications

* Minimum 2 years of experience as a Medical Virtual Assistant or U.S. healthcare administrative professional.
* Strong preference for direct experience supporting psychiatrists, psychiatric nurse practitioners, therapists, or behavioral health practices.
* Experience with psychiatric documentation, medical scribing, or EHR chart preparation.
* Working knowledge of U.S. healthcare administration, insurance verification, and medication prior authorizations.
* Excellent written and spoken English.
* Strong attention to detail, organizational skills, and time management.
* Ability to follow detailed instructions, retain established workflows, and work independently.
* Reliable communication and consistent follow-through.
* Comfortable receiving constructive feedback and applying it to future tasks.
* Strong computer skills and proficiency with spreadsheets, email, and online administrative systems.
* Reliable high-speed internet, a quiet private workspace, and appropriate equipment for secure remote work.
* Commitment to patient confidentiality, HIPAA-compliant procedures, required training, and applicable confidentiality or business associate agreements.

Preferred Software Experience

Direct experience with one or more of the following systems is highly preferred:

* OptiMantra – EHR and practice management
* SimplePractice – Telehealth and practice management
* Zocdoc – Patient bookings and intake coordination
* MDToolbox – Electronic prescribing and medication-related administrative workflows
* Headway – Patient intake, insurance, and billing coordination
* Spruce Health – Patient communication and messaging

Experience with psychiatric EHR systems, electronic prescribing workflows, medication prior authorizations, and insurance portals is a significant advantage.

Candidates should identify which platforms they have used and their level of proficiency.

Communication and Performance Expectations

We place significant importance on dependability, communication, and accountability.

The selected candidate must be able to:

* Communicate proactively instead of waiting to be asked for updates.
* Acknowledge assigned tasks and provide clear status updates.
* Consistently complete work within agreed-upon timeframes.
* Ask for clarification when instructions are unclear rather than making assumptions.
* Identify and report errors promptly.
* Demonstrate improvement after receiving feedback.
* Manage multiple administrative priorities effectively.
* Maintain professionalism and discretion when handling sensitive psychiatric patient information.
* Work independently while keeping the provider informed of important developments.

We value someone who is resourceful, organized, trustworthy, and genuinely invested in supporting a well-run practice.

Schedule and Compensation

* Remote, Philippines-based position
* Initially 15–20 hours per week
* Availability during agreed-upon U.S. Eastern Time business hours required
* Starting compensation: $4–$5 USD per hour, depending on qualifications and experience
* Potential for additional hours as the practice grows
* Long-term opportunity for the right candidate

How to Apply

Please submit the following:

1. Your updated résumé.
2. Years of experience working with U.S.-based medical or psychiatric practices.
3. A description of your psychiatric documentation or medical scribing experience.
4. The EHR systems and healthcare platforms you have used, specifically OptiMantra, SimplePractice, Zocdoc, MDToolbox, Headway, or Spruce.
5. Your experience with insurance verification, prior authorizations, and billing support.
6. Your availability in U.S. Eastern Time and preferred weekly schedule.
7. Your desired hourly rate.
8. A brief description of how you organize daily responsibilities, manage deadlines, and communicate progress with providers.
9. A short video or audio introduction demonstrating your communication skills, if available.
10. Professional references from previous healthcare employers, if available.

Shortlisted applicants may be invited to complete a paid skills assessment using simulated patient information.

We look forward to connecting with qualified candidates interested in becoming a valued long-term member of our practice.