General Virtual Assistant - Healthcare Operations

Job Title: General Virtual Assistant — Healthcare Operations Position Type: Full-Time (40 hours per week) Work Hours: 9:00 AM – 5:00 PM Mountain Time Work Days: Monday to Friday Salary: $5–$6 per hour, depending on experience Workplace: Remote Preferred Candidate Location: Philippines About the Client & Role Our client is an established mental health practice supporting approximately 400 clients and managing around 350 therapy sessions per week. They are seeking a highly organized, tech-savvy, and proactive General Virtual Assistant — Healthcare Operations to support the practice owner with administrative operations, email management, payroll reporting, medical billing, and occasional patient intake coverage. Initially, the role will consist of approximately 50% administrative responsibilities, 30% medical billing, and 20% intake support as needed , with a planned transition toward primarily billing-related responsibilities beginning in January 2027. The ideal candidate has strong administrative experience supporting U.S. healthcare practices, EHR/EMR experience, excellent technical skills, and the ability to learn complex billing workflows quickly. Prior medical billing experience is preferred, but the client is willing to train someone who can quickly understand new processes, apply feedback, and work independently. The client values critical thinking, organization, adaptability, and a long-term commitment to the practice. Scope of Work / Responsibilities Administrative & Executive Support — 50% Initially Support the practice owner with daily administrative responsibilities, email organization, and operational coordination. Run biweekly payroll and 401(k) reports, ensuring information is accurate and organized. Communicate with therapists, administrative team members, insurance companies, and referral sources as needed. Manage and update five Psychology Today profiles to support patient referrals and practice visibility. Prepare and distribute internal monthly newsletters and external quarterly newsletters. Maintain clinician CAQH profiles and complete required attestations every 180 days. Review and update Standard Operating Procedures (SOPs) quarterly in collaboration with the CEO and administrative team. Track and submit annual reimbursement rate-increase requests to insurance representatives. Complete initial onboarding paperwork for new therapists and coordinate handoff to the Onboarding Supervisor. Coordinate staff birthday gifts and other occasional team-related administrative tasks. Assist with marketing outreach and social media engagement across Google Business, Facebook, and Instagram when referral volume is low. Maintain organized documentation, task tracking, and efficient administrative workflows. Medical Billing & Claims Management — 30% Initially, Increasing in 2027 Training will be provided. The VA must be able to learn billing workflows quickly and gradually take ownership of assigned tasks. Submit electronic medical claims through SimplePractice using accurate CPT and ICD-10 codes in accordance with payer requirements. Follow up on unpaid, rejected, denied, or underpaid claims involving commercial insurance, Medicaid, and Medicare. Investigate billing discrepancies using remittance information, payer portals, EHR records, and insurance guidelines. Review claim adjustments and coordinate corrections with the Billing Supervisor and administrative team. Handle inbound and outbound billing calls to resolve patient billing questions, arrange payments, and support collections. Verify patient and claims information across SimplePractice, insurance portals, and credentialing systems. Identify recurring documentation errors or billing issues that contribute to denials and payment delays. Maintain accurate billing records and follow established billing SOPs and task management workflows. Take on additional billing responsibilities as the current biller reduces her hours beginning in January 2027. Patient Intake & Scheduling — Backup Coverage as Needed Provide intake support when the full-time Intake Coordinator is unavailable, on leave, or requires additional assistance. Answer intake calls and assist prospective and existing patients with appointment-related inquiries. Maintain clinician availability reports, insurance coverage information, and patient waiting lists. Send intake paperwork and follow up on incomplete requirements. Coordinate patient scheduling to help clinicians maintain full caseloads. Verify insurance eligibility and benefits through payer portals and contact insurance companies to resolve coverage questions. Assist with clinician insurance panel credentialing and related documentation when needed. Tools You'll Use SimplePractice — EHR / Practice Management Microsoft Office — Excel, Word, and Outlook Google Sheets Trello — Task and Workflow Management SharePoint / OneDrive — File and Document Management Claude AI — Administrative Productivity Support Insurance Payer Portals CAQH — Credentialing and Provider Profile Management Telzio — VoIP Phone System Psychology Today Google Business, Facebook, and Instagram Payroll, reporting, and communication systems Requirements Healthcare Administrative Experience: Required. Candidates must have prior experience supporting U.S.-based healthcare practices with administrative coordination, reporting, documentation, email management, or daily medical office operations. Medical Billing Experience: Preferred but not required . Candidates with experience in claims submission, claims follow-up, payment posting, or denial management have an advantage. Training will be provided, but candidates must demonstrate the ability to learn medical billing processes quickly, retain instructions, and independently apply new knowledge. EHR / Practice Management Experience: Required. Candidates must have previous experience using EHR/EMR systems for healthcare administrative or billing workflows. SimplePractice experience is a plus but not required, as training will be provided. Patient Intake Experience: Required. Candidates must have experience supporting patient intake, appointment scheduling, intake documentation, and insurance eligibility verification to provide backup coverage when needed. Administrative Reporting & Technical Proficiency: Required. Candidates must be proficient in Microsoft Office, particularly Excel and Word, and comfortable navigating multiple applications, managing records, and learning unfamiliar software independently. Email & Executive Administrative Support: Required. Candidates must have experience managing email inboxes, tracking tasks, preparing documentation, and coordinating administrative responsibilities with minimal supervision. Phone Support Experience: Required. Candidates must have experience handling healthcare-related phone calls, including patient inquiries, insurance follow-ups, or billing communication. Experience with Telzio or similar VoIP systems is a plus. Credentialing & CAQH Experience: Preferred. Experience maintaining CAQH profiles, completing attestations, or assisting with insurance panel credentialing is an advantage. Payroll & Reporting Experience: Preferred. Experience preparing payroll reports, tracking employee information, or supporting administrative financial reporting is helpful. Medical or Behavioral Health Experience: Preferred. Familiarity with behavioral health terminology, therapy practice operations, and healthcare insurance processes is an advantage. Marketing & Social Media Experience: Plus. Experience managing Psychology Today profiles, social media pages, newsletters, or basic marketing outreach is beneficial but not required. Communication & Core Qualifications Excellent verbal and written English communication skills, with clear, professional conversational English. Exceptional technical aptitude and the ability to learn new software, billing procedures, and administrative workflows quickly. Strong critical thinking and problem-solving skills, with the ability to navigate multiple systems independently. Excellent attention to detail when reviewing claims, reports, and patient information. Highly organized, resourceful, and capable of managing recurring tasks and deadlines. Coachable, receptive to feedback, and able to retain and apply training with minimal repetition. Able to prioritize multiple responsibilities with minimal supervision. Reliable, accountable, and comfortable working directly with the practice owner and administrative team. Willing to transition toward a predominantly medical billing-focused role as practice needs evolve. Performance Expectations The ideal candidate should help support: Timely completion of recurring administrative, payroll, reporting, and documentation tasks. Accurate email management, clinician coordination, and operational support. Rapid understanding and application of medical billing training, with increasing independence in assigned billing tasks. Accurate maintenance of EHR, insurance, credentialing, and administrative records. Reliable intake coverage when the Intake Coordinator is unavailable. Successful transition into expanded medical billing responsibilities beginning in January 2027. 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 management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention. Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule. 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. Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best. 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, training, or allowances listed are optional contractor perks and not employee benefits.