Patient Coordination & Scheduling VA - TMH

This is a remote position.

Schedule: Monday–Friday, 9:00 AM–1:00 PM Central Time

Hours: 20 hours per week

Role Type: Part-Time

About the Role

We are looking for a reliable and independent Patient Coordination & Scheduling VA to support a small psychiatric mental health practice.

The primary goal of this role is to keep the provider's schedule filled by proactively reaching out to former and existing patients, following up with patients who have not been seen recently, and getting appointments booked.

This is a patient-facing phone role, so clear spoken English, a warm and professional communication style, and confidence speaking with patients are essential.

The practice is small and clinical-focused, so the ideal candidate should be comfortable working independently, taking ownership of administrative tasks, and figuring things out without needing constant day-to-day supervision.

Key Responsibilities

Proactively call former and existing patients who have not been seen in three or more months to encourage and schedule follow-up appointments.

Make persistent follow-up attempts through phone calls, voicemails, and email until patients are reached.

Manage patient scheduling and help keep the provider's calendar consistently filled.

Handle patient intake and send required forms, including PHQ-9, GAD-7, and demographic forms.

Track outstanding intake documents and follow up with patients to ensure forms are completed.

Collect and accurately document patient insurance information and insurance-card images.

Perform insurance eligibility and benefits verification.

Communicate with patients in a warm, professional, and respectful manner, including when handling sensitive or personal information.

Maintain accurate patient records and administrative documentation.

Work with SimplePractice for practice management and RingCentral for phone communication.

Take ownership of assigned tasks and work independently with minimal supervision.

Requirements

Requirements

Previous experience in medical, behavioral health, mental health, psychiatric, or healthcare administration is strongly preferred.

Experience with patient scheduling, appointment setting, or patient coordination.

Experience with insurance verification and eligibility checks.

Strong spoken and written English.

Comfortable making outbound calls and speaking with patients throughout the day.

Warm, professional, and empathetic phone manner.

Persistent and comfortable making multiple follow-up attempts.

Highly organized and detail-oriented.

Able to work independently with minimal supervision.

Comfortable handling confidential patient information.

Reliable internet connection, quiet workspace, and professional equipment for phone-based work.

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