# Behavioral Health Medical Virtual Assistant - Scheduling & Patient Intake **Company:** [Winning Assistants](null/companies/wrCHRawtCjDH2QcsHD7Vpp.md) **Location:** Remote **Workplace:** remote **Employment type:** Full-time [Apply for this job](null/view/c5bf554c-3ccf-46a4-8c84-b3e6c76c918f) ## Description **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.