Virtual Mental Health and Social Media Assistant

Job Title: Virtual Mental Health and Social Media Assistant

Employment Type: Full-time (40 hours)

Company Description: At Healing Hearts Counseling Service, our mission is to transform the lives of those seeking a new narrative, empowering individuals to embrace a renewed version of themselves. Through compassionate guidance, we help people embark on their healing journey and discover a new way of living that fosters holistic wellness—mind, body, and spirit. We are committed to walking with our clients, guiding them toward growth, resilience, and lasting transformation.


Job Description: Healing Hearts Counseling Service is currently seeking a motivated, skilled Virtual Medical Assistant to join our team. The ideal candidate will be responsible for:

Client Registration and Scheduling
Coordinate patient appointments and recurring therapy sessions with precision and professionalism.
Send follow-up correspondence to missed sessions from clients.
Manage initial, rescheduling, cancellations, and follow-up appointments with a proactive approach.

Patient Records Management
Accurately update and maintain Electronic Health Records (EHRs) and patient databases.
Ensure proper completion and documentation of patient intake, questionnaire, and consent forms.
Maintain HIPAA-compliant data handling practices and confidentiality at all times.

Claims Processing & Insurance Verification
Submit and track insurance claims efficiently, ensuring timely follow-ups for approvals or denials.
Verify insurance eligibility and benefits and input into the EHR file of the client.
Communicate with insurance providers to resolve discrepancies of claims and secure coverage.

Billing Support
Assist in generating invoices and processing patient payments.
Follow up on unpaid balances, payment plans, or patient billing questions.
Ensure that billing procedures align with insurance and clinic policies.

Handling Patient Inquiries and Correspondence
Serve as the first point of contact for patients and caregivers via phone, email, and messaging platforms.
Address concerns, provide updates, and route inquiries to appropriate departments or providers.
Maintain a positive and empathetic tone when dealing with sensitive or urgent situations.
Correspond monthly nurturing(check-ins for engagement) emails and text messages to active clients.
Coordinate post session emails requesting Google reviews.

Coordinating with Healthcare Professionals
Collaborate with therapists, BCBAs, and administrative teams to ensure seamless care delivery.
Assist in managing daily schedules, task assignments, and follow-ups for providers.
Relay patient updates and documentation between staff as needed.

Administrative Management
Organize and confir ---------- eting appointments, agendas, take notes and send follow up emails.
Ensure birthday cards are sent out to clients monthly.
Initiate and assist with the hiring process of job posting, screening candidates and setting up interviews.
Initiate and assist with the onboarding of healthcare professionals through Zoho Peoples.
Maintaining KPI for the practice.

Social Media Management
Create engaging, informative, and brand-aligned content for platforms such as Facebook, Instagram, Tik Tok, Youtube, Google Platform and LinkedIn.
Schedule regular posts, reels and stories to maintain an active online presence.
Monitor comments, messages, and feedback to foster engagement and growth.
Maintaining social medial KPI
Draft monthly newsletters for clients.



Email & Text Management
Sort and prioritize emails and messages for leadership and care providers.
Respond to general inquiries or forward them to the appropriate tea ---------- mbers.
Draft newsletters or broadcast messages for clinic updates and announcements.
Sort and store digital receipts of expenses.

Salary: $1100/Month USD

Benefits:
Opportunity for pay increase with longevity of employment.
Performance Basis Incentives

Requirements:
English Speaking and Writing is a MUST.
Working Hours: You must be willing to work 8:00 AM to 5:00 PM Central Standard Time
Proven experience in medical office including billing and claims, preferably in Psychology or Mental Health Agency .
Strong initiative and ability to work independently
Excellent organizational and time-management skills
Reliable internet and home-office setup
Experience in scheduling, patient intake, and billing tasks


Tools You’ll Use
Communication: Google or Zoho Email, Iplum Phone, Slack, Zoho People,
Meetings: Zoom, Google Meet, Otter
Office Software: Google Sheets, Google Documents,Google Forms, Word, Excel


Application Process:
To Apply, please complete application here ----------

Selection Process: Qualified Applicants will be contacted for an interview.