Behavioral Health Administrative Coordinator

Job Title: Behavioral Health Medical Virtual Assistant
Position Type: Full-Time
Location: Remote – Philippines or Latin America

Work Schedule: Monday–Friday, 9:00 AM–5:00 PM CDT, with rotating Saturdays
Pay Rate: $5–$7 USD per hour
Start Date: ASAP
About the Role

We are looking for an experienced Behavioral Health Medical Virtual Assistant to support a growing U.S.-based psychiatry and mental health practice.

In this patient-facing role, you’ll manage calls, scheduling, new patient intake, referrals, insurance verification, prior authorizations, and follow-ups while helping create a smooth and supportive experience for patients.

This is a great opportunity for someone with previous psychiatry, behavioral health, or mental health experience who enjoys patient interaction and thrives in a fast-paced healthcare environment. The practice is currently growing and restructuring, offering strong potential for long-term stability and career growth.
Key Responsibilities

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Patient Calls: Answer inbound calls promptly and provide professional, compassionate patient support.

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Patient Intake & Scheduling : Coordinate new patient intake, schedule appointments, and maintain accurate patient information.

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Referral Management: Process incoming referrals and ensure timely follow-ups.

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No-Show Follow-Up: Contact no-show patients at least twice, send text reminders, and properly document all outreach.

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Insurance & Prior Authorizations : Verify insurance coverage and assist with prior authorization requests.

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New Patient Inquiries : Respond to new inquiries and referrals within 5 minutes as a critical performance expectation.

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Patient Support: Assist with general patient questions and appropriately route clinical or medication-related concerns to the appropriate team member.

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Administrative Support: Handle day-to-day front desk and general healthcare administrative tasks.

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Team Collaboration: Participate in daily Zoom meetings and work closely with the practice team.

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Patient Engagement: Comfortably address basic patient concerns or hesitations over the phone when needed.

Performance Goals

- Maintain prompt and consistent response to incoming calls.

- Respond quickly to new patient inquiries and referrals.

- Improve patient attendance through consistent follow-ups and reminders.

- Support the practice's growth goal of reaching 100 patients per month.

- Maintain accurate and timely documentation of patient interactions.

Requirements
Requirements

- Previous experience in a psychiatry, behavioral health, or mental health practice is required.

- HIPAA trained/certified.

- Experience with healthcare administration, patient coordination, or medical front desk support.

- Comfortable communicating directly with patients and handling inquiries beyond appointment scheduling.

- Strong spoken and written English communication skills.

- Excellent organization, attention to detail, critical thinking, and problem-solving skills.

- Consistent, accountable, and highly reliable.

- Experience using EHR systems; Valant experience is preferred but not required.

- Experience with CoverMyMeds and/or RingCentral is a plus.

- Comfortable learning new systems and adapting to changing workflows.

- Must be available to work during the required CST business hours.

Nice to Have

- Spanish-English bilingual skills.

- Experience handling patient concerns, hesitations, or basic objections over the phone.

- Prior authorization and insurance verification experience.

Experience & Background

- Medical degree or license is not required.

- Previous Virtual Assistant experience is preferred but not required.

- Relevant experience in healthcare administration, patient coordination, medical front desk, or a similar patient-facing healthcare role is required.

Basic requirements

- Must be proficient in speaking and writing English very clearly

- Must have relevant work experience

- Be able to submi