Part-Time Mental Health Intake Virtual Assistant (US Practice)

?About Us
We are a U.S.-based mental health counseling practice seeking a reliable, calm, and professional Intake Virtual Assistant to manage phone calls and new client inquiries. This role is mission-critical to our practice. Responsiveness, accuracy, confidentiality, and follow-through matter.

We are looking for someone who is committed, dependable, and interested in a long-term working relationship, not short-term or temporary work. The right person is proactive, organized, and comfortable working independently while knowing when to escalate questions.

Hours
Monday–Friday
4–5 hours per day (consistent daily schedule required)
Occasional weekend availability is welcome but not required
Opportunity to grow into a full-time role over time

Pay
$5–7 per hour, based on experience

Key Responsibilities
Answer incoming phone calls and return missed calls promptly
Respond to new client inquiries via email in a timely and professional manner
Send intake forms and clearly explain next steps to prospective clients
Verify insurance benefits (BCBS, Aetna, Cigna, etc.)
Match clients to therapist availability and offer specific appointment options
Maintain an organized inbox and clear documentation during assigned hours
Flag urgent or unclear situations and escalate appropriately
Handle all client information with strict confidentiality and professionalism

Requirements (Must Have)
Prior experience
Demonstrated experience answering live phone calls for U.S. clients
Comfortable with insurance verification (training will be provided)
Excellent spoken and written English
Comfortable working U.S. EST hours
Reliable internet connection and quiet, private workspace
Strong ability to work independently, follow instructions, and complete tasks without reminders
Consistent follow-through — tasks are expected to be completed fully and on time
Commitment to protecting client privacy, confidentiality, and sensitive health information

Security, Confidentiality & HIPAA (Non-Negotiable)
This role involves access to Protected Health Information (PHI). The selected candidate must:
Understand and adhere to HIPAA and confidentiality standards
Use only secure, approved devices and internet connections
Never access, store, or share client information outside of authorized work systems
Not use artificial intelligence tools (including ChatGPT or similar platforms) to process, store, summarize, draft, or handle client information, due to HIPAA and confidentiality requirements
Follow all privacy, security, and documentation protocols at all times
A HIPAA and confidentiality agreement will be required prior to starting.

Nice to Have
Medical, mental health, psychology, or psychometrician background
Experience with EMRs, scheduling systems, or intake workflows

How to Apply (Important)
Please email your response to the address listed and answer the following question:

“What do you enjoy most about supporting people in a healthcare or helping role?”

If your response is a good fit, you will be invited to complete a short application.
Candidates who advance to the final stage will be invited to a virtual interview.

Applications that do not answer the question above will not be considered.