Mental Health Virtual Receptionist, Patient Care Coordinator

Winning Assistants LLC

Virtual receptionist coordinating calls, appointments, refills, and records for a U.S. private mental health practice.

Posted 8/4/2026full-timeRemote • 🇵🇭 PhilippinesMid-LevelSenior💰 $5 - $6 per hourWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing patient communications, appointment scheduling, and EMR documentation while ensuring a compassionate and professional approach to patient care. Proficient in coordinating administrative tasks and supporting healthcare providers in a fast-paced medical environment.

Highest-signal resume keywords

Healthcare ExperienceAppointment SchedulingEMR DocumentationVerbal And Written CommunicationOrganizational Skills

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Patient CoordinationMedication Refill ManagementCalendar ManagementData EntryEMR Systems ExperienceAttention To DetailMultitaskingTime Management

Soft Skills

Compassionate CommunicationProfessionalismDependabilityAdaptability

Tools & Technologies

Healthy EMRDrChronoVideo Meeting Software

Certifications & Qualifications

NBI ClearanceLocal Police Clearance

Industry Keywords

Medical Administrative AssistantMedical ReceptionistVirtual ReceptionistPatient Care CoordinatorHealthcare Industry

About the role

Key responsibilities & impact

Answer incoming phone calls as the practice's dedicated virtual receptionist
Schedule, reschedule, and manage patient appointments and provider calendars
Track, coordinate, and follow up on medication refill requests
Respond promptly to patient emails and provide excellent customer support
Prepare support letters for schools and camps regarding psychiatric assessments and activity restrictions
Send manual appointment reminders until the transition to Healthy EMR is complete
Coordinate administrative tasks with the in-house biller
Perform accurate EMR documentation and patient data entry
Maintain organized and up-to-date patient records
Provide administrative and backend support for healthcare providers
Assist with onboarding, workflow documentation, and knowledge transfer during the EMR migration from DrChrono to Healthy EMR
Ensure compassionate, professional, and timely communication with patients and families
Help maintain smooth day-to-day practice operations through effective organization and workflow management
Serve as the primary point of contact by answering incoming patient calls
Coordinate medication refill requests and ensure timely communication with providers and patients
Manage provider calendars, appointment scheduling, reminders, and patient communications through phone and email

Requirements

What you’ll need

3–5 years of experience working in the healthcare or medical industry
Previous experience as a Medical Virtual Assistant, Medical Administrative Assistant, Medical Receptionist, Patient Care Coordinator, or Virtual Receptionist
Extensive experience handling high volumes of inbound phone calls
Excellent verbal and written English communication skills
Experience working in healthcare, mental health, or medical administrative environments
Experience with appointment scheduling, calendar management, and patient coordination
Ability to manage medication refill requests accurately and efficiently
Strong organizational, multitasking, and time management skills
Exceptional attention to detail
Fast learner who adapts quickly to new systems and workflows
Reliable, dependable, and highly accountable
Ability to maintain professionalism and confidentiality while working with high-profile patients
Compassionate, patient-focused, and comfortable communicating with children, adolescents, and families
Experience with Healthy EMR, DrChrono (highly preferred), or similar EMR systems
Must speak and write English clearly and professionally
Must have relevant work experience
Must provide an NBI Clearance and/or Local Police Clearance before onboarding
Must be available to attend video meetings with camera on when required
Reliable laptop or desktop computer
Stable high-speed internet connection of at least 25 Mbps
Noise-canceling headset
Working webcam
Quiet and professional work environment

Benefits

Comp & perks

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
Optional bonuses, incentives, or increased hours based on performance
Client-approved paid time off may be available, if offered by the client