In-House Full-Time Health Insurance Verification & Patient Accounts Specialist (Remote, U.S.-Based Psych)

We are seeking an experienced, detail-oriented In-House Full-Time Virtual Assistant – Insurance Verification & Patient Accounts Specialist to join our 2 U.S.-based outpatient psychiatry practices. This is a remote position working directly with our 2 practices—not through a third-party agency.

The ideal candidate has experience with U.S. healthcare insurance verification, behavioral health benefits, patient accounts, prior authorizations, and collections. This person must be highly organized, efficient, dependable, and able to work independently while collaborating closely with our in-house medical biller and clinical team.

The successful candidate must have excellent English communication skills, strong comprehension, and the ability to clearly communicate with patients, insurance companies, and providers. The ability to understand complex insurance information, explain benefits accurately, and follow through on assigned tasks is essential.

Schedule & Compensation
Remote Position
Full-Time Position
In-House Position (working directly for our U.S.-based psychiatry practice)
Compensation: Flat rate of $600 per month (not paid hourly)
Compensation may be negotiable based on experience, qualifications, and performance.
Must have reliable high-speed internet.
Must have a personal computer suitable for remote work.
Must have quality headphones/headset for professional phone communication.
Must be available consistently during agreed-upon working hours and maintain reliable communication.
Responsibilities
Insurance Verification & Benefits Management
Verify insurance eligibility and behavioral health benefits for all new patients prior to appointments.
Contact commercial insurance companies, Medicare, and Medicaid to verify:
Benefits and coverage
Copays
Deductibles
Coinsurance
Out-of-pocket maximums
Mental health benefits
Authorization requirements
Accurately update patient insurance information and benefit details in CharmHealth (Charm EHR).
Review insurance plans and determine patient financial responsibility.
Call patients to explain their benefits, expected copays, deductibles, coinsurance, and estimated out-of-pocket costs in a clear and professional manner.
Verify insurance coverage for:
Psychiatric evaluations
Medication management visits
Psychotherapy services
Telepsychiatry
Spravato® (esketamine)
Transcranial Magnetic Stimulation (TMS)
Research Spravato and TMS CPT codes and determine insurance coverage requirements.
Identify whether services require prior authorization, referrals, or additional documentation.
Submit and follow up on medication prior authorizations through Cover ---------- ds and other payer-specific systems.
Utilize Availity and insurance carrier portals to verify benefits, check eligibility, and obtain authorization information.
Patient Accounts, A/R & Collections
Monitor and follow up on outstanding patient balances and accounts receivable (A/R).
Maintain an organized Excel spreadsheet tracking patients who owe the practice money, including:
Patient name
Amount owed
Payment status
Follow-up dates
Payment arrangements
Collection notes
Contact patients regarding unpaid balances in a professional, respectful, and compassionate manner.
Explain balances, insurance responsibilities, deductibles, and copays clearly to patients.
Set up payment plans and consistently follow up to ensure payments are received.
Proactively pursue outstanding patient balances and help reduce patient debt owed to the practice.
Maintain accurate records of all collection attempts and payment arrangements.
Work closely with the in-house medical biller to resolve billing issues and improve revenue collection.
Administrative & Practice Support
Maintain accurate documentation of insurance verification calls, authorization status, patient communications, and account notes.
Identify missing or incorrect insurance information before appointments.
Communicate insurance issues or potential claim problems to the billing team.
Maintain organized spreadsheets, reports, and tracking systems.
Support workflow improvements to reduce denials and improve the patient financial experience.
Maintain strict compliance with HIPAA regulations and protect patient confidentiality.
Qualifications
Minimum 2–3 years of experience in insurance verification, medical administration, patient accounts, or healthcare billing support, preferably in psychiatry, behavioral health, or mental health.
Strong understanding of U.S. commercial insurance, Medicare, and Medicaid plans.
Experience verifying behavioral health benefits.
Strong understanding of:
Deductibles
Copays
Coinsurance
Out-of-pocket maximums
Patient financial responsibility
Experience managing patient accounts receivable (A/R), collecting outstanding balances, and setting up payment plans.
Excellent English communication skills, both written and verbal.
Strong comprehension skills and ability to understand complex insurance information and instructions.
Experience using CharmHealth (Charm EHR) is preferred; must be willing and able to learn quickly.
Experience with Availity and insurance company portals.
Experience calling insurance companies to verify benefits.
Knowledge of Spravato® and TMS insurance coverage requirements preferred.
Experience submitting prior authorizations through Cover ---------- ds or other authorization platforms.
Strong Excel skills and ability to maintain accurate tracking spreadsheets.
Highly organized with excellent follow-through and attention to detail.
Fast learner who works efficiently and can manage multiple priorities.
Strong computer skills and ability to learn new technology quickly.
Professional phone presence and ability to communicate confidently with patients and insurance representatives.
Knowledge of HIPAA regulations and commitment to patient privacy.

We are looking for a highly organized, motivated, and dependable professional who takes ownership of their responsibilities. The ideal candidate will help our psychiatry practice improve insurance verification accuracy, reduce financial issues, support our revenue cycle, and provide excellent service to our patients and team.

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