Behavioral Health Medical Virtual Assistant – Scheduling, Patient Intake
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Job Description
Medical Virtual Assistant managing patient calls, scheduling, referrals, and intake for a U.S. behavioral health practice. Supporting insurance verification, message triage, and eClinicalWorks documentation.
Responsibilities:
- 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.
- Follow up promptly on patient inquiries and appointment requests.
- Identify requests that can be handled independently versus those requiring provider escalation.
- Schedule, confirm, and update patient appointments.
- Manage multiple calendars and scheduling sources.
- Prevent double bookings and help resolve scheduling conflicts.
- Manage appointment notifications and scheduling changes.
- Monitor email and referral channels for new patient inquiries and referrals.
- Follow up with prospective patients and referral requests.
- Collect patient information and coordinate paperwork and forms.
- Move prospective patients through intake into booked appointments.
- Verify patient insurance eligibility and coverage.
- Support prior authorization workflows.
- Screen and route medication refill requests.
- Triage patient messages and escalate appropriately 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.
- 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.
- Reliable laptop or desktop computer.
- Stable high-speed internet connection (minimum 25 Mbps).
- Noise-canceling headset.
- Working webcam for virtual meetings.
- Quiet and professional work environment.
- Preferred: Previous experience supporting a behavioral health, mental health, psychiatry, or similar healthcare practice.
- Preferred: Experience coordinating referrals and new patient intake.
- Preferred: Familiarity with medication refill request routing.
Benefits:
- Dedicated HR & Contractor Support Team
- Premium VPN Access (Optional)
- HIPAA & Cybersecurity Training + Certification (Provided)
- Top 1% VA Performance Training
- Client-Approved U.S. Holidays
- Client-Approved Paid or Unpaid Time Off
- Access to Tools & Resources
- Optional Performance-Based Incentives
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