Virtual Medical Biller & Intake Specialist (Hybrid Role)

We are a seeking a compassionate, professional, and highly organized Virtual Medical Biller and Intake Specialist to serve as the operational backbone of a growing mental health practice. The clinic specializes in helping women navigate anxiety, depression, life transitions, and other emotional wellness challenges.

This is a specialized, hybrid role where Medical Billing, Insurance Follow-up, and Accounts Receivable act as your absolute primary focus. Your secondary focus will encompass compassionate new client intake and schedule management.

Because you will be the direct phone liaison for our North Carolina-based clients—many of whom may be experiencing acute emotional distress or anxiety when they call—you must possess an exceptionally high degree of emotional intelligence, a warm and reassuring demeanor, and immaculate, highly articulate English verbal skills with little to no noticeable accent.

Core Responsibilities

Medical Billing & Insurance Operations (Primary Focus)

• Insurance Verification & Eligibility: Execute deep-dive eligibility checks and verification of benefits for mental health coverages, determining deductibles, co-insurance, copays, and session limits prior to a client's first appointment.
• Claims Lifecycle Management: Prepare, scrub, and submit mental health insurance claims through the clearinghouse within SimplePractice.
• Accounts Receivable & Denial Resolution: Review unpaid claims, track down processing rejections, submit appeals, and aggressively follow up with insurance payers to resolve collection bottlenecks.
• Patient Balance Management: Maintain pristine financial ledgers in SimplePractice, processing client credit cards on file and gently addressing outstanding patient balances or billing inquiries.

Client Intake, Onboarding & Triage (Secondary Focus)

• Empathetic Onboarding Conversations: Conduct new client intake calls, collecting demographic data and required clinical consent documents while maintaining an incredibly warm, unhurried, and supportive phone presence.
• SimplePractice Portal Architecture: Assist incoming clients with completing their digital intake packets, setting up their client portals, and navigating billing questionnaires.
• Sensitive Communication Mastery: Handle inbound and outbound calls professionally, managing sensitive conversations with prospective clients seeking therapy for anxiety and depression with elite emotional intelligence and strict boundaries.

Scheduling & Administrative Workflows

• Calendar Optimization: Schedule new consultation blocks and recurring therapy encounters within SimplePractice, managing provider templates to minimize scheduling gaps.
• Pristine Documentation: Log detailed patient interaction notes, authorization updates, and tracking timelines inside the EMR in complete compliance with HIPAA privacy standards.

Requirements

Required Qualifications (Non-Negotiable)

• SimplePractice EMR Mastery: Minimum 1 year of direct, hands-on experience navigating the SimplePractice EMR system.
• Phonetic & Verbal Excellence: Flawless English communication skills.
• Mental/Behavioral Health Domain Expertise: Minimum 2 years of administrative, reception, or billing experience specifically inside a mental health, counseling, or behavioral health clinic.
• Billing Competency: Solid, proven track record handling medical billing workflows, claim forms, and payment postings.
• Remote Ecosystem: A perfectly silent, private home office infrastructure completely compliant with HIPAA confidentiality laws, running high-speed internet and an automated time-tracking system.

Strongly Preferred Experience

• Direct experience supporting solo practitioners or group practices focused on women’s mental health, anxiety, and depression.
• Deep comfort handling phone interactions with individuals experiencing mental health challenges or active emotional distress.
• Proven experience managing the full cycle of insurance denial tracking and aging accounts receivable.