Behavioral Health Medical Virtual Assistant - Scheduling & Patient Intake

Job Title: Behavioral Health Medical Virtual Assistant – Scheduling & Patient Intake

Position Type: Full-time
Schedule: Monday–Friday | 8:00 AM–5:00 PM Central Time
Pay Rate: $5–$7 USD/hour, depending on experience
Location: Remote – Philippines

About the Client and the Role

Our client is a U.S.-based behavioral and mental health practice providing patient-centered mental health care. The practice supports patients through services that include medication management, psychotherapy, coaching, and patient education.

We’re looking for an experienced Medical Virtual Assistant to help keep patient communication, scheduling, and intake workflows running smoothly while the provider is in sessions.

Your primary focus will be answering patient calls and managing appointment scheduling, followed by referral and inbox follow-up. You’ll also assist with insurance verification, prior authorizations, patient forms, medication refill request routing, and message triage.

Key Responsibilities

1. Patient Calls & Communication – PRIMARY FOCUS

• Answer inbound patient calls professionally and clearly.
• Gather and accurately document patient information and inquiries.
• Assist new and existing patients with appropriate non-clinical questions.
• Ensure patient inquiries and appointment requests are followed up promptly.
• Identify requests that can be handled independently versus those that need provider escalation.

2. Scheduling & Calendar Management

• Schedule, confirm, and update patient appointments.
• Manage multiple calendars and scheduling sources.
• Carefully check appointments to prevent double bookings.
• Identify and help resolve scheduling conflicts.
• Manage appointment notifications and scheduling changes.

3. Inbox, Referral & Intake Follow-Up

• Monitor email and referral channels for new patient inquiries and referrals.
• Follow up with prospective patients and referral requests.
• Collect necessary patient information and coordinate paperwork and forms.
• Help move prospective patients through the intake process and into booked appointments.

Additional Responsibilities

• Verify patient insurance eligibility and coverage.
• Support prior authorization workflows.
• Coordinate patient paperwork and required forms.
• Screen and appropriately route medication refill requests.
• Triage patient messages and determine what can be handled administratively versus what should be escalated to the provider.
• Maintain accurate patient information and documentation in eClinicalWorks.

Requirements

• Experience as a Medical/Healthcare Virtual Assistant or in a similar healthcare support role.

• Experience handling inbound patient calls and patient-facing communication.
• Strong spoken and written English.
• Strong patient scheduling and calendar management skills, including experience preventing or resolving double bookings.
• Experience with eClinicalWorks or similar EHR/EMR systems.
• Experience using Google Calendar, including coordinating appointments across integrated scheduling systems.
• Experience using RingCentral or similar phone systems for patient calls and communication.
• Familiarity with patient intake, insurance verification, and prior authorization workflows.
• Ability to appropriately triage and escalate patient or clinical messages.
• Strong attention to detail when handling patient information, referrals, and appointment requests.
• Organized, responsive, reliable, and consistent with follow-through.
• Comfortable working in a patient-facing mental health practice environment.

Preferred Qualifications

• Previous experience supporting a behavioral health, mental health, psychiatry, or similar healthcare practice.
• Experience coordinating referrals and new patient intake.
• Familiarity with medication refill request routing.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.