Medical Virtual Assistant (Mental Health Practice)

Position: Medical Virtual Assistant (Part-Time to Full-Time Potential)

Job Code: MLynch-Emerald

Location: Remote

Schedule: Monday to Friday, 10:00 AM – 2:00 PM CDT (Flexible based on client needs)

Hours: Minimum 20 hours per week

Compensation: $5.00 – $6.00 per hour (depending on experience)

About the Client

Emerald is a growing mental health practice that utilizes multiple healthcare platforms to manage patient care and operations. The practice currently serves approximately 30–40 patients per week and is seeking a highly organized, detail-oriented, and proactive Medical Virtual Assistant to support patient onboarding, communication, and scheduling processes.

This role is initially part-time but has strong potential to transition into a full-time position for the right candidate.

Primary Responsibilities

1. Front-End Patient Onboarding

Collect and verify new patient documents, including:

• Driver’s licenses or government-issued IDs
• Insurance information
• Consent forms
• Release of Information (ROI) forms
• Coordinate onboarding for patients coming through Grow Therapy and Headway
• Ensure all required documents are completed, uploaded, and properly stored
• Follow up with patients regarding missing documentation

2. Email Management & Patient Communication

• Manage incoming emails and patient messages professionally and efficiently
• Respond to patient inquiries in a timely manner
• Utilize critical thinking rather than relying on excessive copying and pasting
• Communicate through Spruce and other approved communication channels
• Escalate clinical concerns appropriately when necessary

3. Scheduling & Appointment Management

• Schedule, reschedule, and confirm patient appointments
• Maintain provider calendars accurately
• Coordinate appointment requests across multiple platforms
• Minimize scheduling conflicts and missed appointments

Additional Responsibilities (Future Implementation)

• Medical billing support
• Insurance verification and eligibility checks
• Prior authorization processing
• Lab order and fax coordination
• Claims follow-up and revenue cycle support

Requirements

• Previous experience as a Medical Virtual Assistant, Healthcare VA, or Medical Administrative Assistant
• Experience with patient onboarding and document collection
• Knowledge of insurance verification processes
• Familiarity with prior authorizations and insurance benefits checks
• Experience uploading, organizing, and obtaining signatures on documents using Adobe Acrobat or similar tools
• Strong organizational and time-management skills
• Ability to work independently with minimal supervision
• Excellent written and verbal communication skills
• Neutral English accent
• Detail-oriented with strong follow-through

Preferred Experience

Experience with any of the following platforms is highly preferred:

• PracticeQ (Practice Queue) EHR
• Grow Therapy
• Headway
• Spruce
• Adobe Acrobat Sign
• Slack
• Salesforce
• WhatsApp
• Skype
• Zoom
• Google Meet

Ideal Candidate Traits

• Proactive and resourceful
• Reliable and accountable
• Strong attention to detail
• Quick learner who can adapt to multiple systems
• Professional communicator
• Efficient problem-solver
• Comfortable working in a fast-paced healthcare environment

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional 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, trainings, or allowances listed are optional contractor perks and not employee benefits.