Behavioral Health Back-Office VA (ICANotes / GoHighLevel) - REC

This is a remote position.

We are looking for a detail-oriented Virtual Assistant to support a small California group psychotherapy practice with back-office clinical documentation, billing, and administrative tasks. This is a non-patient-facing, non-voice role focused primarily on maintaining accurate and billable documentation and supporting insurance billing operations.

The ideal candidate has strong hands-on experience with ICANotes, particularly its electronic billing functions, and is comfortable reviewing clinical documentation for completeness. Experience with GoHighLevel is highly preferred, especially for internal messaging, calendar management, and follow-up with therapists.

Key Responsibilities

Send online consent forms to clients and monitor completion.

Review ICANotes progress notes to confirm all BIRP elements (Behavior, Intervention, Response, and Plan) are present.

Identify incomplete or unsigned notes and message the appropriate therapist through GoHighLevel for completion.

Pull ICANotes reports to identify missing or aging insurance payments, including payments outstanding for 60+ days.

Submit electronic billing through ICANotes.

Scan documents and create/set up client charts in ICANotes.

Maintain the GoHighLevel calendar, which is synced with the practice's master Google Calendar.

Maintain accurate and organized client records while handling sensitive behavioral health information with a high level of confidentiality and attention to detail.

Requirements

Required Qualifications

Hands-on experience using ICANotes, preferably in a behavioral health or psychotherapy practice.

Direct experience submitting electronic billing through ICANotes.

Experience reviewing clinical notes or documentation for completeness.

Strong attention to detail and ability to identify missing information before it affects billing.

Experience with insurance payment follow-up, aging reports, or medical/behavioral health billing.

Strong written English communication skills for internal messaging.

Comfortable working independently with minimal supervision.

Ability to handle confidential patient information appropriately.

Preferred Qualifications

Experience with GoHighLevel for messaging, CRM, or calendar management.

Experience with Google Calendar.

Previous experience supporting a small or solo behavioral health practice.

Familiarity with BIRP documentation.

Experience with behavioral health billing workflows.

Important: ICANotes electronic billing experience is a key requirement for this position. Candidates who have only used ICANotes for charting or documentation but have not performed electronic billing may not be a fit.

What We're Looking For

We are looking for someone who is organized, reliable, detail-oriented, and comfortable working behind the scenes. This position is best suited for someone who understands that accurate documentation and timely billing are critical to keeping a behavioral health practice running smoothly.

This is strictly a non-voice, non-patient-facing position.

Benefits

Compensation & Payments

Competitive hourly rate

On-time payments, every time

Payments processed via Wise

Training & Support

Direct client training provided — you are never thrown in blind

Dedicated Account Manager as your point of contact

Stable, long-term placement with a growing U.S.-based company

Exposure to a wide range of modern SaaS platforms

Potential for increased responsibilities as the company scales

Tenure recognition for long-term team members

Clear escalation paths — you always know who to go to

Work Environment

100% remote — work from home

U.S.-based company with structured operations

Stable, long-term account placements (not gig-style work)

Supportive team culture across all accounts

Growth & Experience

Build your U.S. industry experience

Exposure to multiple practice types and platforms

Potential for increased hours or additional accounts based on performance

Strengthen your resume with verified, legitimate U.S. client experience

Recognition

Tenure recognition for long-term team members

We value loyalty and recognize those who grow with us