Job Description

Job Title: Behavioral Health Front Desk & Patient Coordinator

Position Type: Part-Time

Work Hours: 2:00 PM – 6:00 PM EDT

Work Days: Monday – Friday

Salary: $5-$6/hr (depending on experience)

About the Practice

Our client is a well-established behavioral health practice in Pennsylvania with over 20 years of experience providing in-person and telehealth mental health services. The practice supports a diverse patient population through individual, family, couples, trauma-focused, and forensic behavioral health services. They are seeking a dependable and organized Virtual Assistant to support daily administrative operations and help providers focus more on patient care.

About the Role

As the Behavioral Health Front Desk & Patient Coordinator, you will support daily practice operations by managing calls, scheduling appointments, coordinating new client intake, and keeping administrative workflows organized. You’ll work closely with the practice owner, receive hands-on training, and use tools such as ChatGPT to improve efficiency.

Key Responsibilities

1. Call Handling & Phone Management

• Answer and professionally manage incoming patient and general inquiry calls.
• Monitor, organize, and respond to voicemail messages.
• Return calls and follow up with prospective and existing clients as needed.
• Triage patient inquiries and determine the appropriate next step.
• Provide clear and compassionate communication while maintaining patient confidentiality.
• Escalate concerns to the practice owner when necessary.
• Manage approximately 10 calls per day, although call volume may vary.

1. Scheduling & Patient Coordination

• Coordinate appointments for new and existing clients.
• Match clients with the most appropriate provider based on provider availability, scheduling needs, and client preferences.
• Maintain accurate provider schedules and appointment information.
• Assist with rescheduling, cancellations, and other appointment-related requests.
• Help ensure smooth communication between patients and providers.

1. Client Intake & SimplePractice Management

• Enter new client information accurately into SimplePractice.
• Maintain and update patient demographic and administrative information.
• Support new client intake workflows and ensure required information is properly documented.
• Create and modify forms and templates within SimplePractice.
• Help keep electronic records organized, accurate, and up to date.

Additional Responsibilities

• Verify patient insurance coverage and benefits as needed.
• Assist with organizing documents and maintaining electronic files.
• Support the credentialing of new providers; training will be provided.
• Track and maintain provider credentialing information and documentation.
• Assist with monthly billing for juvenile probation and children and youth service contracts.
• Provide occasional support with grant applications under the practice owner's guidance.
• Organize administrative information and identify opportunities to make providers' day-to-day work easier.
• Use ChatGPT and other available tools responsibly to support administrative efficiency.
• Provide general administrative assistance as the practice's needs evolve.

Requirements

Experience & Qualifications

• Previous experience in a medical, behavioral health, mental health, or healthcare administrative setting is strongly preferred.
• Previous experience as a Medical Virtual Assistant, Healthcare Virtual Assistant, Medical Receptionist, Patient Coordinator, Front Desk Coordinator, or similar role is preferred but not required.
• Experience with patient scheduling, phone handling, client intake, insurance verification, or EHR management is highly preferred.
• Hands-on experience with SimplePractice is a strong advantage.
• Familiarity with provider credentialing is an advantage, but not required, as training will be provided.
• Experience working in behavioral or mental health is preferred due to the sensitive nature of patient communication and records.
• Comfortable learning new administrative workflows and technology tools, including ChatGPT.
• No medical degree or active medical license is required.

Basic Requirements

• Must be highly proficient in spoken and written English, with clear and professional communication skills.
• Must be comfortable handling phone calls and communicating directly with patients.
• Must demonstrate professionalism, empathy, patience, and discretion when communicating with individuals seeking behavioral health services.
• Strong organizational skills and attention to detail are essential.
• Ability to manage multiple providers, schedules, patient preferences, and administrative priorities accurately.
• Must be dependable, proactive, and capable of working independently with appropriate guidance.
• Must understand the importance of protecting confidential and sensitive patient information.
• Must have relevant professional work experience.
• Must be able to submit an NBI Clearance and/or Local Police Clearance before onboarding. This is mandatory.
• Must be available for video meetings with the camera on when required.
• Must be available consistently during 2:00 PM – 6:00 PM EDT, Monday through Friday.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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 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.