Mental Health Practice Operations Virtual Assistant

RenewIn-Minds Counseling and Coaching
Remote | Part-Time | Long-Term Opportunity

About RenewIn-Minds

RenewIn-Minds Counseling and Coaching is a growing mental health group practice serving clients through telehealth. As our practice continues to grow, we are looking for a reliable, organized, proactive Virtual Assistant who can help us strengthen our administrative systems and keep day-to-day operations moving.

We are looking for more than someone who simply waits for a list of tasks.

We want someone who can notice what needs to be done, follow through, stay organized, and help us create better systems as we grow.

About the Position

We are seeking a Mental Health Practice Operations Virtual Assistant to provide ongoing administrative and operational support.

This is a part-time position initially, with the opportunity for increased hours and responsibilities as the practice grows.

The ideal candidate has experience working in healthcare, mental health, medical administration, or a similar professional environment and is comfortable learning new systems and software.

Initial Hours

10–15 hours per week

We are open to discussing the specific schedule with the right candidate. Consistent availability and reliable communication are important.

What You Will Help With
Administrative Operations
Manage and organize administrative emails
Follow up on emails and outstanding administrative tasks
Maintain spreadsheets, trackers, and administrative records
Organize electronic files and documents
Conduct administrative research
Make routine administrative phone calls when needed
Follow up with vendors, organizations, referral sources, and other contacts
Help keep projects and administrative tasks moving forward
Client Administrative Support
Assist with new-client onboarding
Send welcome and administrative emails
Follow up on incomplete administrative paperwork
Assist with administrative communication with prospective and existing clients
Track completion of required forms and administrative documents
Assist with referral and inquiry follow-up
Create and manage client satisfaction surveys
Help organize client feedback for practice improvement
Provider Support
Assist with onboarding new clinicians
Maintain provider onboarding checklists
Organize provider administrative files
Track licenses, certifications, malpractice insurance, and other expiration dates
Assist with CAQH-related administrative tasks
Assist with payer credentialing and provider enrollment tracking
Follow up on credentialing applications and enrollment status
Maintain credentialing spreadsheets and trackers
EHR & Documentation Support
Assist with administrative tasks within the practice EHR
Experience with TherapyNotes or another mental health EHR is strongly preferred
Review files for administrative completeness
Identify missing documents or administrative requirements for provider follow-up
Maintain documentation trackers
Help ensure administrative workflows are completed on schedule

This role does not involve making clinical decisions, diagnosing clients, providing therapy, or determining treatment.

Practice Systems & Organization
Help organize practice policies and procedures
Assist with creating and maintaining SOPs
Create checklists and workflow documents
Help improve administrative processes
Organize practice resources
Help identify repetitive tasks that could be streamlined
Assist with implementing new administrative systems
Owner/Executive Support

You will also provide administrative support to the practice owner, including:

Following up on items that require action
Organizing tasks and priorities
Drafting routine administrative emails for review
Researching questions and presenting organized findings
Following up on collaboration and referral opportunities
Helping turn ideas and projects into actionable task lists
Tracking outstanding projects and deadlines
What We Are NOT Hiring For Right Now

Medical billing is NOT part of the position.

Required Qualifications

We are looking for someone who has:

Previous healthcare, medical, mental health, or professional administrative experience
Excellent written and spoken English
Strong attention to detail
Excellent organization and follow-through
Strong computer and technology skills
Experience working independently
Ability to learn new software quickly
Professional communication skills
Ability to manage confidential information appropriately
Reliable internet connection
A quiet and professional workspace
Consistent availability during agreed-upon working hours
Strongly Preferred

Candidates with experience in any of the following will receive strong consideration:

Mental health practice administration
Medical Virtual Assistant work
TherapyNotes or another behavioral health EHR
Insurance verification
Prior authorization tracking
Provider credentialing
CAQH
Payer enrollment
Healthcare provider onboarding
Referral coordination
HIPAA/privacy procedures
Healthcare administrative documentation

You do not need to have experience with everything listed above.

We are more interested in someone who is organized, dependable, resourceful, and willing to learn.

The Person We Are Looking For

The right person is:

Proactive
You notice what needs attention instead of waiting for someone to tell you every next step.

Organized
You can manage multiple tasks, deadlines, emails, and follow-ups without losing track of details.

Reliable
When you say something will be completed, it gets completed.

Resourceful
If you don't know how to do something, you know how to research, ask appropriate questions, and find a solution.

Detail-oriented
You understand that accuracy matters when working in a healthcare practice.

Professional
You communicate respectfully and professionally with clients, clinicians, referral sources, and organizations.

Adaptable
The practice is growing, so processes will continue to develop. You should be comfortable working in an environment where we are building and improving systems.

Confidentiality & Privacy

Because this is a mental health practice, confidentiality and appropriate handling of sensitive information are extremely important.

Any access to client or practice information will be provided only through approved systems and according to the practice's privacy and security procedures. The selected candidate will be required to follow all applicable confidentiality and security requirements.

Compensation

Starting range: $6–$10 USD/hour, depending on experience, healthcare knowledge, technical skills, and demonstrated ability.

Hours and responsibilities may increase as the practice grows and as the candidate demonstrates strong performance.

How to Apply

Please begin your application with the words:

"I can help RenewIn-Minds stay organized."

This helps us identify applicants who carefully read the posting.

Please include:

A brief introduction about yourself
Your previous administrative or healthcare experience
The types of healthcare practices you have worked with, if applicable
The EHRs or software you have experience using
Your experience with credentialing, CAQH, insurance, or provider enrollment, if any
Your weekly availability
Your requested hourly rate
Your internet/work setup
Why you believe you would be a good fit for a growing mental health practice
A description of a time when you noticed an administrative problem and took initiative to solve it
Hiring Process

We expect the hiring process to include:

Step 1: Application review

Step 2: Short interview

Step 3: Skills/administrative assessment

Step 4: Final interview

Step 5: Paid trial period

We want the trial period to be useful for both sides so that we can determine whether the working relationship is a good fit.

Long-Term Opportunity

Our goal is to build a dependable administrative infrastructure as RenewIn-Minds continues to grow.

The person selected for this position has the opportunity to grow with the practice and potentially take on additional responsibilities over time based on demonstrated skills, reliability, and initiative.

If you enjoy creating order, solving administrative problems, learning new systems, and helping a growing organization operate more efficiently, we would love to hear from you.