Mental Health Virtual Assistant - Patient Support & Billing Coordination Job Kaneohe Hawaii USA,Healthcare

Scope of Work / Responsibilities

We are looking for a highly organized and reliable Mental Health Virtual Assistant to support a busy private practice with phone management, patient onboarding, billing support, and administrative coordination.

This role is ideal for someone with experience in healthcare administration, medical billing support, and patient communication, especially within a clinical or mental health setting.

The VA will play an important role in helping streamline operations, improve patient responsiveness, and reduce administrative workload for the provider.

Primary Responsibilities

Phone Answering & New Patient Intake (Top Priority):

Answer incoming calls using the Google Voice system
Capture and assist new patients during initial inquiries
Provide professional and patient-friendly phone support
Help onboard new patients before their first appointment

Billing Support & Accounts Receivable (AR) Follow-Up:

Assist with back billing and AR collection follow-ups
Help review denied claims and support billing managers with denials
Provide billing-related information and documentation support
Review older AR files and assist with collection efforts

Initial Client Setup & Administrative Support:

Set up new patient information in Simple Practice
Upload scanned documents, forms, and fax files into the system
Assist with scheduling and appointment coordination
Maintain organized patient records and administrative workflows

Additional Responsibilities

Manage appointment scheduling and follow-ups
Conduct recall calls for previous patients when needed
Assist with document scanning and file organization
Support communication through Whats App, Google Meet, phone, and email

Systems & Tools Used

Simple Practice (Required)
Google Voice
Google Meet
Whats App
Healthcare billing and documentation systems

Requirements

Previous healthcare or clinical administrative experience preferred
Experience with billing, insurance verification, or AR collections preferred
Experience with Simple Practice is REQUIRED
Mental health or behavioral health experience is a plus
Previous virtual assistant experience preferred

Technical Skills

Strong proficiency with Simple Practice
Familiarity with Google Voice
Comfortable managing documents and uploading files

Healthcare Administrative Knowledge

Experience with patient scheduling and onboarding
Familiarity with billing denials and healthcare administrative workflows
Understanding of HIPAA compliance and patient confidentiality

Communication Skills

Professional phone communication and patient interaction skills
Comfortable handling real-time communication requests
Responsive and reliable during work hours

Work Style

Strong attention to detail
Ability to multitask across phone support, billing, and admin work
Able to work independently with minimal supervision
Reliable and consistent in completing tasks accurately

Critical Requirements / Deal Breakers

No experience with Simple Practice
Poor responsiveness during work hours
Weak communication or phone skills
Inability to manage multiple concurrent tasks
Lack of reliability or consistency

Basic requirements

Must be proficient in speaking and writing English very clearly
Must have relevant work experience
Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding (mandatory)
Must be available for video meetings with your camera on (when needed)

Technical requirements

Device:
Reliable laptop or desktop computer
Internet:
High‑speed connection (minimum 10

Mbps)
Audio:
Noise‑canceling headset
Video:
Webcam for virtual meetings
Workspace:
Quiet, professional 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…