Experienced Mental Health Virtual Assistant

NOW HIRING: Experienced Mental Health Virtual Assistant
Position: Medical Virtual Assistant | Medical Billing & Credentialing Specialist

Company: Stonebridge Mental Health
Location: Remote – Philippines
Employment Type: Full-Time
Schedule:U.S. Central Standard/Daylight Time (Minnesota business hours)
Industry: Mental Health / Psychiatry / Healthcare

About Our Practice

Stonebridge Mental Health is a psychiatric and mental health practice based in Minnesota, USA. We are seeking a highly experienced, organized, reliable, and proactive Medical Virtual Assistant to manage the daily administrative and operational functions of our practice.

We are looking for someone who can work independently, take ownership of assigned responsibilities, and help ensure our practice operates efficiently while our psychiatric provider focuses on patient care.

This is not an entry-level position. Previous U.S. healthcare experience, particularly in mental health or psychiatry, is strongly preferred.

Key Responsibilities

1. Insurance Verification & Prior Authorizations
- Verify patients' insurance eligibility and active coverage before appointments.
- Confirm mental health benefits, copays, deductibles, coinsurance, and patient responsibility.
- Verify whether providers are in-network.
- Obtain prior authorizations when required.
- Identify insurance coverage issues and communicate them promptly.
- Maintain accurate insurance information in the EHR.

2. Medical Billing & Claims Management
- Prepare, review, and submit medical claims electronically.
- Ensure accurate CPT and ICD-10 coding based on provider documentation.
- Review claims for errors before submission.
- Monitor claim status and follow up on unpaid, rejected, or denied claims.
- Correct and resubmit claims when appropriate.
- Review Explanation of Benefits (EOB) and Electronic Remittance Advice (ERA).
- Post insurance payments and patient payments.
- Manage accounts receivable (A/R) and outstanding balances.
- Assist with payment reconciliation and billing reports.
- Follow up with insurance companies to resolve billing issues.

3. Insurance Credentialing & Provider Enrollment
- Complete and submit insurance credentialing applications.
- Manage provider enrollment with commercial insurance, Medicare, and Medicaid.
- Maintain and update CAQH profiles.
- Follow up on pending applications and contracts.
- Assist with recredentialing and payer roster updates.
- Track effective dates, credentialing deadlines, and network participation.
- Communicate with insurance representatives to resolve enrollment issues.

4. Electronic Health Records (EHR) Management
- Experience using U.S. healthcare EHR systems.
- Familiarity with AdvancedMD, SimplePractice, Office Ally, or similar systems is preferred.
- Maintain accurate patient demographic and insurance information.
- Upload, organize, and manage patient documents.
- Prepare patient charts before appointments.
- Track incomplete administrative documentation.
- Process medical records requests with proper authorization.
- Ensure patient information is handled securely and confidentially.

5. Patient Scheduling & Communication
- Answer incoming calls professionally.
- Return missed calls and voicemails promptly.
- Schedule new patient evaluations and follow-up appointments.
- Manage appointment confirmations, cancellations, and rescheduling.
- Send appointment reminders and intake paperwork.
- Respond to patient emails and portal messages.
- Assist patients with telehealth access and scheduling concerns.
- Maintain an organized provider calendar.
- Follow up with patients who miss appointments.

6. Referrals, Lab Orders & Care Coordination
- Process incoming and outgoing referrals.
- Send provider-approved lab orders to appropriate laboratories.
- Follow up on pending referrals and outstanding laboratory results.
- Request medical records from referring providers.
- Coordinate communication with primary care providers, specialists, pharmacies, and other healthcare professionals.
- Track outstanding administrative tasks and follow up until completed.
- Route clinical questions, urgent concerns, medication requests, and abnormal results to the provider promptly.

**7. Daily Practice Operations**
- Manage the practice's email inbox and telephone communications.
- Maintain organized administrative workflows.
- Monitor outstanding tasks and deadlines.
- Track new patient inquiries and referral sources.
- Follow up on incomplete intake forms and required documents.
- Maintain spreadsheets and operational tracking systems.
- Assist with insurance audits and documentation requests.
- Prepare weekly reports on appointments, claims, collections, denials, and pending tasks.
- Identify operational problems and recommend improvements.
- Support additional administrative duties as needed.

Required Qualifications

- Minimum 2 years of experience as a U.S. Medical Virtual Assistant, Medical Biller, or Healthcare Administrative Assistant.
- Strong experience with U.S. insurance eligibility verification and benefits.
- Hands-on experience submitting claims and resolving denials.
- Knowledge of insurance credentialing and CAQH.
- Experience using an electronic health record system.
- Familiarity with CPT codes, ICD-10 codes, and healthcare billing terminology.
- Excellent written and spoken English.
- Strong telephone etiquette and customer service skills.
- Knowledge of HIPAA privacy and confidentiality requirements.
- Excellent organizational skills and attention to detail.
- Ability to multitask and work independently.
- Reliable high-speed internet, computer, and quiet workspace.
- Ability to work during U.S. Central Time business hours.

Preferred Qualifications

- Experience working with psychiatric or mental health providers.
- Familiarity with psychiatric billing codes such as 90792, 99213, 99214, 99215, and psychotherapy add-on codes.
- Experience with Minnesota Medicaid, Medicare, Optum/UnitedHealthcare, Medica, Aetna, Blue Cross Blue Shield, and other commercial payers.
- Experience with AdvancedMD and Office Ally.
- Experience managing the administrative operations of a solo-provider medical practice.
- Experience with insurance appeals, aging reports, and revenue cycle management.
- Experience supporting telehealth practices.

What We Are Looking For

We need someone who is **proactive, dependable, detail-oriented, and capable of managing the administrative side of a growing mental health practice with minimal supervision.**

The ideal candidate does not simply wait for instructions but identifies outstanding tasks, follows through on responsibilities, and communicates regularly.

How to Apply

Please submit:

1. Your updated resume.
2. A brief description of your U.S. healthcare experience.
3. The EHR systems you have used.
4. Your experience with insurance verification, medical billing, and credentialing.
5. Your experience working with mental health or psychiatric practices.
6. Your expected hourly rate in USD.
7. Your availability to work U.S. Central Time hours.

Important: Please begin your application with the words "Stonebridge VA" so we know you have read the entire job description.

We are looking for a long-term team member who can grow with our practice.