Virtual Assistant

Virtual Assistant

Key Responsibilities

• Scheduling & Calendar Management

• Manage appointments, cancellations, and rescheduling.
• Send reminders to clients via phone, text, or email.
• Coordinate telehealth sessions and provide Zoom/portal links.

• Client Communication & Support

• Respond to client inquiries with professionalism and empathy.
• Handle intake forms, consent documents, and follow-up communication.
• Maintain confidentiality and comply with HIPAA standards.

• Administrative Support

• Monitor and respond to emails, phone calls, and voicemails.
• Organize and update digital client records.
• Support billing, insurance eligibility verification, and prior authorizations for medications or services with insurance and pharmacy.
• Follow up on payments and outstanding balances.

• Documentation & Data Entry

• Update client management systems (EHR/EMR).
• Maintain accurate logs of sessions, notes, and correspondence.
• Generate simple reports as needed (appointments, payments, no-shows).

• Practice Operations Support

• Coordinate with other providers, referral partners, or labs if required.
• Assist with social media updates or website inquiries (optional).
• Monitor compliance deadlines (e.g., license renewals, credentialing paperwork).

Qualifications

• Previous experience as a Virtual Assistant, Medical Receptionist, or in healthcare administration preferred.
• Familiarity with

  mental health terminology

  and

  HIPAA guidelines

  (training provided if needed).
• Strong computer skills; proficiency in

  Google Workspace, Microsoft Office, Zoom, and EMR/EHR platforms

  .
• Excellent written and verbal communication skills.
• Ability to handle sensitive information with

  discretion, empathy, and professionalism

  .
• Highly organized with strong attention to detail.

Preferred Skills

• Experience with insurance claims, billing, or patient portals.
• Knowledge of telehealth systems (SimplePractice, TherapyNotes, TheraNest, etc.).
• Ability to multitask and prioritize in a fast-paced environment.