Virtual Assistant – Billing Support Remote | Reports to Admin Team Lead

Remote | Reports to Director of Client Services

About Us:

At Empower Family Therapy, we believe in care that’s compassionate, culturally attuned, and rooted in relationship. We are a group therapy practice supporting individuals, couples, and families on their healing journeys—and behind the scenes, we value that same care in how we show up for one another as a team.

We’re looking for a Virtual Assistant with strong billing experience to partner with our Director of Client Services, Shala, to help us stay organized, timely, and client-centered when it comes to the financial side of care. Ideally, you’ve worked in a mental health group practice before, and know your way around TherapyNotes (or can learn quickly). You understand that billing is more than numbers—it’s part of how we care for our clients’ access to therapy.

What You’ll Be Doing:

Support our Director of Client Services in managing weekly billing workflows inside TherapyNotes
Submit claims to insurance and track their progress
Follow up on denials or unpaid claims, communicating kindly but firmly with insurance reps
Monitor client accounts and help track payments with accuracy and clarity
Respond to client billing questions with empathy and professionalism
Keep our billing records organized and up-to-date
Assist with credentialing or administrative billing tasks as needed

Hours and Logistics:
This role is remote and flexible, but you should have some availability during Central Time (CST) hours to support timely communication with both our team and clients.

You Might Be a Great Fit If You:
Have 2+ years of experience in mental health billing (group practice experience is a strong plus)

Are confident using TherapyNotes, or have quick adaptability with similar platforms
Understand insurance claim workflows, CPT codes, and billing modifiers
Maintain a high level of HIPAA compliance and understand the importance of confidentiality
Thrive in detail-oriented, organized systems and are self-motivated
Communicate clearly, kindly, and professionally with both clients and tea ---------- mbers
Work well independently, but appreciate being part of a collaborative and mission-driven team

Bonus if You Also Have:

Experience with insurance credentialing or paneling
Familiarity with trauma-informed, values-driven mental health practices

Please attach your responses to the following prompts along with your cover letter and resume:

1. TherapyNotes Walkthrough
Walk us through how you'd submit an insurance claim for a 53-minute therapy session (CPT 90837) in TherapyNotes. What steps would you take?
2. Client Communication
A client emails saying they're confused about their latest bill and unsure what their insurance covered. How would you respond?
4. Accuracy Check

As part of your application, we’d like to get a sense of how you approach billing details and documentation. Review the sample invoice provided. Note any missing details, errors, or areas you’d want to double-check or clarify.

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We’ll be moving forward with complete applications only—thanks so much for your attention to detail!