Healthcare Virtual Administrative Assistant / Intake Coordinator

Healthcare Virtual Administrative Assistant / Intake Coordinator

Mental Health Private Practice | Remote

We are seeking a highly organized, professional, and reliable Healthcare Virtual Administrative Assistant / Intake Coordinator to support two growing U.S.-based mental health private practices.

This is a client-facing position. The ideal candidate has prior experience working remotely for a U.S.-based healthcare, mental health, medical, or therapy practice and is comfortable communicating with clients by phone, email , and text.

Excellent spoken and written English is REQUIRED.

Primary Responsibilities
Client Intake & Scheduling
Respond to new client inquiries by phone, email , and other communication channels
Conduct initial administrative intake with prospective clients
Gather required demographic and insurance information
Match clients with appropriate clinicians based on availability and administrative criteria
Schedule initial intake appointments
Schedule, reschedule, and cancel appointments as needed
Send intake paperwork and follow up with clients regarding incomplete documents
Follow up with prospective clients who have not completed the intake process
Maintain accurate client information in our electronic health record system
Client Communication
Answer and return client phone calls professionally
Monitor and respond to routine administrative email s
Assist clients with scheduling and general administrative questions
Send appointment and payment reminders when appropriate
Communicate professionally and compassionately with individuals seeking mental health services
Escalate clinical, urgent, or complex concerns to the appropriate team member
Administrative & Practice Support
Assist with clinician onboarding and offboarding
Maintain administrative records and spreadsheets
Assist with referral coordination
Conduct outreach and follow-up with referral sources when needed
Help maintain organized administrative systems and workflows
Complete data entry and other general administrative tasks
Support day-to-day operations for two separate mental health practices
Payment & Invoice Support
Send invoices and payment reminders to clients
Follow up on outstanding client payments according to practice procedures
Maintain accurate records of administrative payment follow-up

This position will NOT be responsible for insurance claims submission, insurance A/R, denial management, or insurance billing. Those functions are handled separately by our billing team.

Required Qualifications
Excellent spoken and written English
Strong, clear, professional phone presence
Previous experience as a healthcare or medical virtual assistant strongly preferred
Experience working with a U.S.-based healthcare organization preferred
Experience with client/patient intake and scheduling
Strong customer service skills
Excellent attention to detail
Highly organized and able to manage multiple responsibilities
Comfortable making and receiving phone calls throughout the workday
Able to work independently and follow established procedures
Reliable computer and high-speed internet connection
Ability to maintain strict confidentiality when handling sensitive client information
Comfortable learning new software and technology
Reliable attendance and consistent availability during agreed-upon U.S. business hours

Experience with mental health/behavioral health practices, TherapyNotes, EHR/EMR systems, Google Workspace, or HIPAA-regulated environments is a major plus.

What We Are Looking For

We are looking for someone who is more than a task-based virtual assistant. We need someone who can become a reliable part of our administrative team.

You should be:

Warm and professional with clients
Detail-oriented
Proactive
Dependable
Organized
Resourceful
Comfortable asking questions when necessary
Able to follow systems and procedures consistently
Able to prioritize tasks without constant supervision

Because you may be one of the first people a prospective client speaks with, professionalism, empathy, patience, and communication skills are extremely important.

Schedule

Approximately 20 - 30 hours per week.

The position will require availability during agreed-upon U.S. Eastern Time business hours. Specific working hours will be discussed during the interview process.

This is intended to be a long-term position for the right candidate.

How to Apply

Please submit the following:

Your resume/CV.
A brief description of your previous healthcare, medical, mental health, or patient-facing virtual assistant experience.
The EHR/EMR, scheduling, CRM, phone, and administrative systems you have previously used.
Your experience speaking with U.S.-based clients or patients by phone.
Your current hourly rate.
Your availability in U.S. Eastern Time.
A 60–90 second voice recording introducing yourself and explaining why you would be a good fit for this position.

Please begin your application with the words “Mental Health VA” so we know you carefully read the entire job posting.

Applicants who are selected to move forward should be prepared to participate in a video interview and complete a brief mock client intake/phone-call exercise.

We are looking for someone who wants to grow with our team and become a dependable long-term part of our practice operations.