Medical Virtual Assistant (Scheduling & Billing Support)

Overview A growing U.S.-based mental health practice is seeking a detail-oriented and proactive Virtual Assistant to support daily administrative, client coordination, and medical billing tasks. This role is ideal for someone with medical billing experience who is comfortable handling both client communication and backend reconciliation tasks within an EHR system. There is potential for this role to expand into a full-time shared position supporting two therapists.

Key Responsibilities 

Client Communication & Scheduling

● Answer incoming calls and assist clients

● Schedule, reschedule, and manage appointments

● Respond to emails and client inquiries professionally

Billing & Payments (CORE FOCUS)

● Submit daily insurance claims via EHR system

● Investigate and follow up on unpaid or rejected claims

● Perform billing reconciliation (ensure payments match records)

● Collect co-payments at the start of each day

● Communicate with insurance companies regarding claims

Administrative Support

● Maintain and clean up records within the system

● Update and input accurate data into EHR

● Follow SOPs for billing and admin processes

● Create or update templates/scripts for communication when needed

Software & Tools Must Have:

● Medical billing experience (non-negotiable)

Nice to Have:

● SimplePractice

● TherapyNotes

● Google Workspace (Docs, Sheets, Drive, Gmail)

Requirements

● Strong English communication (clear, easy-to-understand accent)

● Previous experience in medical billing / healthcare admin

● High attention to detail and accuracy

● Comfortable following SOPs and structured workflows

● Strong organizational and multitasking skills

Working Hours

● ~20 hours per week (Part-Time)

● CST working hours

● Potential to scale to full-time (40 hours/week) 

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