Virtual Assistant for U.S.-Based Psychiatry Practice (Part-Time, CST Hours)

Job Overview:
We are a private psychiatry practice based in the United States (Central Time Zone), looking for an experienced and proactive Virtual Assistant to join our team. You will help manage the day-to-day administrative operations of our mental health practice and be the first point of contact for our patients.

This role is 15 hours per week to start, with potential for more hours in the future. You must be fluent in English with a clear, neutral accent, friendly, organized, and confident speaking with patients.

Responsibilities:
Handle patient-facing communication via email, calls, and text (Google Voice)

Schedule and reschedule appointments

Return patient calls and follow up on inquiries

Collect and update payment and insurance information

Ensure patient paperwork is completed

Check benefits and eligibility with insurance companies (Office Ally, Navinet, Availity)

Set up ERAs and communicate with payers when needed

Monitor and manage email and fax inboxes

Maintain and update records in IntakeQ and Google Workspace

Help create and improve systems for billing, scheduling, follow-ups, etc.

Assist in CME and licensing tracking for our team

Make simple updates to our website and improve our social media presence and community visibility

Create basic tracking tools (Google Sheets/Docs)

Provide thoughtful input and solutions to improve workflows and patient experience

Tools We Use:
IntakeQ

Office Ally

Navinet

Availity

Google Workspace (Gmail, Docs, Sheets, Calendar)

Google Voice

Possibly moving to Spruce or other platforms

Requirements:
Excellent spoken and written English with a neutral/American accent

Friendly, professional, and compassionate communicator

Proven experience as a VA for a U.S.-based healthcare or private practice

Strong administrative skills with high attention to detail

Ability to work independently and take initiative

Comfortable speaking with patients and insurance companies

Familiarity with insurance verification and billing support

Reliable internet connection and backup power preferred

Available to work within Central Time (CST) hours

Experience with psychiatry or mental health practices

Knowledge of IntakeQ or similar platforms


Work Hours & Schedule:
15 hours per week to start

Must be available during U.S. Central Time business hours

Salary & Benefits:
Negotiable, based on experience ($/hour)

Long-term, stable position with potential for increased hours

Supportive, collaborative team environment

Opportunities to grow with the practice

How to Apply:
Please send the following:

Your resume

A brief cover letter/introduction describing your relevant experience

A voice recording or short video (introducing yourself and sharing why you're a great fit)

Your availability in CST hours

Your expected hourly rate in USD

We are excited to find someone who is not just a task-doer, but a true team member who will grow with us and help our practice thrive. Thank you for your interest!