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Administrative & Operations Virtual Assistant – Mental Health Practice
20four7VAVirtual Assistant supporting a Michigan mental health practice’s client intake, scheduling, insurance verification, and billing. Maintaining HIPAA-compliant records and improving administrative workflows remotely.
Core Competencies
Role fitCore Competencies
Use this summary to align your resume positioning with the role.
Demonstrates strong customer service and client communication skills, with proficiency in managing client records and scheduling appointments. Familiar with HIPAA regulations and capable of providing administrative support in a healthcare setting.
Highest-signal resume keywords
Customer Service ExperienceHIPAA ComplianceElectronic Health Records ManagementAppointment SchedulingStrong Organizational Skills
ATS Keywords
Tailor your resumeApplicant Tracking System Keywords
Tip: use these terms in your resume and cover letter to boost ATS matches.
Hard Skills
Documentation ManagementInsurance Claims ProcessingCalendar ManagementClient OnboardingMultitasking Abilities
Soft Skills
EmpathyCompassionAttention to DetailProblem-Solving SkillsProfessional Phone Etiquette
Tools & Technologies
Microsoft OfficeGoogle WorkspaceElectronic Health RecordsVoIP SystemsInsurance Portals
Industry Keywords
Client CommunicationOperational WorkflowsConfidentiality RequirementsMedicareMedicaid
Tech Stack
Tools & technologiesVoIP
About the role
Key responsibilities & impact- Serve as the first point of contact for incoming phone calls, emails, website inquiries, and referrals
- Answer calls professionally with empathy, compassion, and excellent customer service
- Route calls and messages to the appropriate therapist or staff member
- Respond to new client inquiries across multiple communication channels
- Document all client communications accurately
- Provide administrative assistance to current and prospective clients
- Coordinate complete new client onboarding
- Match prospective clients with therapists based on client needs, specialties, availability, and insurance compatibility
- Schedule consultation and intake appointments
- Create and maintain client records in the EHR system
- Verify insurance eligibility and benefits before appointments
- Ensure required intake documentation is completed accurately
- Provide administrative support to the Practice Manager and Practice Owner
- Support daily operational workflows, internal communications, follow-up activities, calendars, and scheduling systems
- Assist with documenting office procedures and workflow improvements
- Identify operational inefficiencies and recommend process improvements
- Assist with insurance claims processing, claim follow-up, resubmissions, payment collection, insurance re-verifications, aging reports, and outstanding balances
- Coordinate with insurance carriers, Medicare, Medicaid, third-party payers, EAPs, referral partners, court-mandated therapy programs, and billing consultants
- Maintain accurate billing records and documentation
- Maintain complete, accurate, and confidential client records
- Ensure HIPAA compliance across communications and documentation
- Handle protected health information confidentially and follow established policies and procedures
Requirements
What you’ll need- Previous experience in administrative or virtual assistant roles
- Strong customer service and client communication experience
- Excellent written and verbal English communication skills
- Professional phone etiquette with a compassionate and empathetic approach
- Strong organizational and multitasking abilities
- Ability to manage multiple priorities while maintaining attention to detail
- Experience scheduling appointments and managing calendars
- Strong documentation and record management skills
- Understanding of HIPAA regulations and confidentiality requirements
- Ability to work independently with minimal supervision
- Strong problem-solving and time management skills
- Reliable internet connection and a quiet, private home office
- Proficiency with email, phone, VoIP systems, calendar management software, Electronic Health Records, Microsoft Office, Google Workspace, Google Drive, insurance portals, Medicare, Medicaid, and commercial insurance platforms
- Spruce and ChatGPT or other AI tools are preferred
- Native or near-native English proficiency (Accent Preference: Level A–B)
- Availability for 16 contracted hours per week on Mondays and Wednesdays, generally between 9 AM and 6 PM EST
- Must operate as an independent contractor under a Master Services Agreement and Statement of Work
Benefits
Comp & perks- Competitive rates
- Weekly payments
- Various open roles are available
- Free training and upskilling
- Constant support and guidance
- A vibrant community always ready to support you
- Opportunity to grow into a larger operational role with increased responsibilities and hours