Virtual Assistant for Behavioral Health Practice

My practice is a small and growing psychiatric practice providing affirming, trauma-informed care for adults. I am looking for a reliable, organized, detail-oriented Virtual Assistant to help manage new patient inquiries, support onboarding, respond using pre-approved templates, and assist with administrative organization.

Primary responsibilities include monitoring a general practice email inbox, organizing new patient inquiries, responding to prospective patients using approved scripts, tracking inquiry status, helping answer basic practice and insurance-related questions from approved information, sending scheduling or next-step instructions, and helping new patients complete onboarding steps.

The VA will help maintain a new patient inquiry tracker, organize incoming messages by status, follow up with prospective patients when appropriate, track whether paperwork has been completed, help collect insurance and demographic information, and prepare information for billing/insurance verification. This role requires excellent written English, attention to detail, warmth, professionalism, and the ability to follow instructions carefully.

Additional tasks may include organizing Google Drive files and templates, formatting patient education handouts and worksheets, creating clean documents in Google Docs/Word/Canva/PDF, proofreading materials, maintaining spreadsheets and task lists, and completing general VA tasks as needed.

This role does not include providing clinical care, medical advice, counseling, crisis support, medication guidance, or independent clinical decision-making. All responses will use approved templates or be reviewed before sending when needed. Patient-facing or public-facing materials must be approved before use.

Ideal candidate has experience as a virtual assistant, administrative assistant, healthcare VA, intake coordinator, or customer support assistant. Behavioral health or healthcare experience is preferred but not required. Must be comfortable working with sensitive information and maintaining confidentiality.

Tools may include Gmail/Google Workspace, Google Drive, Google Docs, Google Sheets, Canva, SimplePractice or similar systems, and basic website or document tools.

If you are interested in the position, please describe your relevant experience, any healthcare, behavioral health, administrative, or customer support background, and why you are interested in supporting a behavioral health practice in your application. My practice serves a vulnerable patient population, so please also include a few sentences about how you approach respectful, inclusive, and confidential communication with clients or patients.

Part-time, approximately 8-10 hours per week to start. Work may grow over time for the right person.