Job Title: Behavioral Health Administrative Coordinator
Position Type: Full-Time
Work Schedule:
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Monday – Friday: 10:00 AM – 8:00 PM CDT
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Saturday: 10:00 AM – 4:00 PM CDT
Salary: $5 – $6 per hour (depending on experience)
Job Code: RB-TBH
Workplace: Remote
Preferred Candidate Location: Philippines or Latin America
About the Role
Our Client is looking for a highly reliable Virtual Assistant to support a growing behavioral health practice. This is an exciting opportunity to join during a key restructuring phase, with strong potential for long-term growth and additional opportunities as the team expands.
This role is ideal for someone who is proactive, detail-oriented, and thrives in a fast-paced healthcare environment. You will play a critical role in patient communication, scheduling, and operational efficiency—directly impacting patient care and business growth.
Key Responsibilities
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Phone Call Management: Answer all inbound calls promptly and ensure no missed calls
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Patient Intake & Scheduling: Manage new patient intake and coordinate appointments
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Referral Processing: Handle referrals and ensure timely follow-ups
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No-Show Follow-Up: Contact patients at least twice and send text reminders with proper documentation
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Insurance Verification & Prior Authorizations: Accurately process and verify patient coverage
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Speed-to-Lead Response: Follow up on new inquiries/referrals within 5 minutes (critical KPI)
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Patient Support: Assist with patient questions, including basic clinical-related inquiries when appropriate
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Objection Handling (Nice-to-Have): Comfortably handle basic patient concerns or hesitations over the phone
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Team Collaboration: Participate in daily Zoom meetings with the team
Performance Goals
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Ensure all incoming calls are answered immediately
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Maintain rapid response times for new leads and referrals
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Improve patient attendance through structured follow-ups
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Support the clinic’s goal of reaching 100 patients/month
Growth Opportunity
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The client is currently restructuring operations and may expand the team significantly
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Strong performers may have opportunities for long-term stability and advancement
Requirements
Core Qualifications
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HIPAA-trained and certified (required)
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Proven experience in healthcare administrative tasks
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Experience in behavioral health or mental health practices (preferred)
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Ability to handle patient inquiries beyond scheduling (e.g., medication side effects, general clinical questions)
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Excellent communication skills (clear spoken and written English required)
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Strong consistency, accountability, and reliability
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Critical thinking and problem-solving skills
Technical & System Requirements
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Experience with multiple EHR systems (Valant experience preferred but not required)
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Open to candidates with experience in other EHRs, as systems may transition to one integrated with HubSpot
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Experience with RingCentral phone system (preferred)
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Must be able to work during CDT business hours
Additional Skills (Nice-to-Have)
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Spanish bilingual ability (preferred but not required)
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Ability to handle basic sales or patient objections over the phone
Experience & Background
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Medical degree/license: Not required
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Virtual assistant experience: Preferred but not required
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Must have relevant experience in a similar administrative or healthcare support role
Basic requirements
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Must be proficient in speaking and writing English very clearly
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Must have relevant work experience
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Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
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Must be available for video meetings with your camera on (when needed)
Technical requirements
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Device: Reliable laptop or desktop computer.
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Internet: High-speed connection (minimum 10 Mbps).
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Audio: Noise-canceling headset.
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Video: Webcam for virtual meetings.
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Workspace: Quiet, professional environment.
Benefits
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Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
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Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
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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.
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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.
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Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
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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.
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Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
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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, trainings, or allowances listed are optional contractor perks and not employee benefits.
