Medical Virtual Assistant (Mental Health)

About The Client

Our client is a U.S.-based private mental health practice that provides compassionate and confidential counseling services for individuals, couples, and families. The practice follows a client-centered approach, helping clients navigate challenges such as anxiety, depression, stress, anger, grief, and relationship concerns.

About The Role

We are looking for a detail-oriented and proactive Medical Virtual Assistant to provide billing and administrative support to a growing mental health practice. The primary focus of this role is ensuring accurate and timely medical billing while also supporting credentialing efforts and practice growth. This position also includes light marketing support through social media management and general administrative assistance.

Key Responsibilities

Medical Billing & Insurance (Primary Priority)

• Manage medical billing using SimplePractice.
• Submit and monitor insurance claims.
• Perform insurance eligibility verification.
• Process copays, coinsurance, and patient balances.
• Prepare and send patient invoices.
• Ensure claims are processed accurately and applied correctly to deductibles.
  
  

Credentialing Support

• Assist with provider credentialing for future practitioner onboarding.
• Prepare, organize, and submit credentialing documentation.
• Monitor credentialing applications and follow up as needed.
  
  

Social Media Management

• Create and manage weekly content for Facebook and Instagram (one post per platform each week).
• No TikTok management required.
  
  

Administrative Support

• Manage and organize email communications.
• Conduct patient reactivation outreach.
• Make outbound calls for appointment confirmations and follow-ups.
• Provide backup phone support when needed as the practice grows.
• Perform additional administrative tasks that support daily clinic operations.
  
  

Key Performance Indicators (KPIs)

Success In This Role Will Be Measured By

• Timely and accurate billing submission and claim processing.
• Claims being processed correctly and applied to patient deductibles.
• Consistent weekly Facebook and Instagram posts.
• Credentialing tasks completed accurately and within expected timelines.
  
  

Requirements

Required Experience

• Experience as a Medical Virtual Assistant or in a healthcare administrative role.
• Experience with medical billing, insurance verification, and patient invoicing.
• Credentialing experience (required).
• Experience creating content, managing or assisting with social media content is a plus
• Ability to work independently with minimal supervision.
• Availability to work either mornings or afternoons within the client's business hours as needed.
• Comfortable working with the camera on when required for meetings.
  
  

Preferred Qualifications

• Experience using SimplePractice (preferred but not required; training resources are available).
• Experience supporting a mental health, counseling, therapy, or behavioral health practice.
• Strong organizational skills with excellent attention to detail.
• Willingness to learn new processes and accept coaching, particularly for social media responsibilities.
  
  

Basic Requirements

• 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.
  
  

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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, training, or allowances listed are optional contractor perks and not employee benefits.