Virtual Medical Administrative Assistant (Healthcare)

Are you an experienced medical admin assistant with a confident phone presence, fluent English, and a background in front- and back-office medical tasks?

We’re looking for a highly skilled and dependable Administrative Assistant to join our mental health practice. This is a virtual position supporting both client-facing, front and back-end tasks, with a strong focus on customer service. You will be the first point of contact for many clients and must be confident, professional, and fluent in English. This role requires experience in a medical office, hospital, or clinic setting. Experience with insurance verification is a must.

Responsibilities
•Answer calls confidently and warmly as the first point of contact for our practice
•Schedule appointments using our EMR system (SimplePractice or similar)
•Provide compassionate and professional customer service via phone, email, and messaging platforms
•Manage and track intake paperwork, welcome packets, and client onboarding documents
•Coordinate appointment confirmations, reminders, and s Support clients with appointment scheduling, cancellations, rescheduling, and general inquiries
•Take messages accurately and relay them to the appropriate tea ---------- mber
•Maintain accurate client records and follow up on missing or incomplete documentation
•Assist with simple billing tasks and coordinate with our billing team
•Perform insurance benefit verification for behavioral health services and track and document verification outcomes in client records (i.e. confirming coverage details, deductibles, co-pays, and authorization requirements, etc.)
•Support Biller with claim management (i.e. following up on unpaid or denied claims)
•Work closely with clinicians and admin staff to support day-to-day operations.

What We’re Looking For
•Clear, fluent English (written and spoken) – must feel confident answering U.S.-based client calls
•Minimum 2 years experience in a U.S.-based medical or mental health office, clinic, or hospital setting
•Prior experience with insurance verification, intake, and scheduling (behavioral/mental health preferred)
•Understanding of U.S. insurance billing (ICD-10, CPT codes)
•Familiarity with HIPAA standards and maintaining client confidentiality
•Excellent customer service and phone etiquette
•Highly organized with strong attention to detail and time management skills
•Familiarity with and comfortable navigating EMR systems and tools like Google Workspace, Zoom, and Microsoft Office
•Reliable high-speed internet, noise-canceling headset, and quiet workspace
•Must be available to work U.S. Eastern Time business hours.

Application Process
1. Use the subject line “Rockstar Admin” so we know you read the full post. And then submit a short video (2-3 minutes) introducing yourself, sharing a little about your experience as an admin assistant or medical VA, and answer why you’re a great fit for this role. Ensure the video is clear and free of background noise.
2. Include resume – A detailed overview of your relevant experience in administrative support and billing/insurance verification.

Note: Applications without an intro video will not be considered.

Those selected will be asked to complete a pre-screening application before proceeding to an interview with the team.

We’re not just looking for a task-doer — we’re looking for someone who wants to grow with us, who values compassion, professionalism, and making a difference in people’s lives. If that’s you, we can’t wait to meet you