Winning Assistants LLC

Executive Assistant

• Complete patient intake coordination from start to finish
• Collect and document patient information accurately
• Update and maintain patient records within Practice Better
• Ensure all intake documentation is complete and organized
• Answer incoming phone calls and manage patient inquiries professionally
• Conduct non-clinical consultations and patient outreach calls
• Follow up with referred patients and manage referral workflows
• Coordinate communication between patients and providers
• Provide compassionate and trauma-informed support during sensitive conversations
• Verify insurance eligibility, benefits, and coverage details
• Communicate insurance information clearly to patients
• Ensure accuracy in insurance verification and documentation
• Schedule appointments and manage provider calendars
• Set up meetings via Zoom and Google Meet
• Monitor and respond to emails promptly
• Track outstanding tasks, referrals, and follow-ups
• Handle receptionist and front desk administrative duties
• Assist with executive assistant and general administrative support
• Support day-to-day clinic operations and workflow management
• Maintain HIPAA-compliant handling of all patient information
• Document patient interactions accurately and thoroughly
• Maintain confidentiality and professionalism at all times

Medical Virtual Assistant – Reproductive Mental Health

Bilingual

• Answer incoming calls and manage high-volume phone communication
• Handle patient inquiries and correspondence professionally
• Schedule and coordinate patient appointments
• Confirm appointments and send reminders
• Perform dental insurance verification and basic claims processing
• Coordinate appointment schedules to optimize provider availability
• Provide basic front-desk administrative support
• Maintain accurate and organized documentation within practice systems

Bilingual Dental Patient Coordinator, Spanish-English

• Process new client inquiries and referrals through the intake process.
• Contact prospective clients within 24–48 hours of receiving inquiries.
• Complete intake processing within 7–10 days.
• Coordinate with referral sources and maintain ongoing communication.
• Manage referrals from sources such as Psychology Today and healthcare providers.
• Submit and manage Medicaid prior authorizations.
• Follow up on denied claims and resolve billing issues.
• Track authorization status and ensure timely approvals.
• Communicate with insurance companies regarding claim status and requirements.
• Verify client insurance information and benefits.
• Ensure claims are set up correctly and submitted accurately.
• Review billing information for completeness and accuracy.
• Work with commercial insurance platforms, including Blue Cross Blue Shield and other payers.
• Serve as a virtual receptionist by answering and managing inbound calls.
• Make outbound calls to prospective clients and referral sources.
• Schedule appointments and send appointment reminders.
• Assist with payment collection and account follow-up when necessary.
• Provide exceptional customer service to clients and stakeholders.
• Perform data entry and maintain accurate records.
• Manage workflows and task tracking using Trello.
• Update client information within SimplePractice EHR.
• Assist with general administrative and operational support tasks.
• Work independently while meeting established performance goals.

Medical Virtual Assistant – Reproductive Mental Health

Bilingual Dental Patient Coordinator, Spanish-English

Medical Virtual Assistant – Claims Management, Prior Authorization, Referrals