Medical VA

• *Job Summary:** We are seeking a proactive and well-organized Medical Virtual Assistant to join our team. This is a patient-facing role where the VA will manage communications, coordinate appointments across multiple booking platforms, maintain accurate records in our EHR, and drive outreach to local networks. The ideal candidate is an outgoing self-starter who communicates clearly, learns new systems quickly, and takes ownership of clerical accuracy and patient experience.

Key Responsibilities

• Respond to patient messages, calls, and inquiries across multiple communication platforms in a timely, professional, and HIPAA-compliant manner
• Make outbound calls to new patients, walk them through next steps, and ensure intake details are captured correctly
• Manage and synchronize the appointment calendar across multiple booking platforms, with Google Calendar as the source of truth — preventing double-bookings and resolving conflicts proactively
• Transfer patient data from existing files (e.g., spreadsheets in cloud drives) into the EHR system, maintaining data integrity and confidentiality
• Enter medication refill requests into the EHR for provider review and signature
• Submit prior authorization requests and follow up with insurance carriers on denials
• Prepare patient documentation including ESA letters, FMLA forms, and disability paperwork for provider sign-off
• Conduct outreach to therapists, counselors, and referral partners — sending introductory emails, following up by phone, and building local network relationships
• Monitor and respond to patient inquiries or concerns on social media channels
• Participate in daily check-ins with the provider to align on priorities and unresolved items

Mandatory Skills

• Proven experience as a Medical Virtual Assistant or in a comparable administrative role
• Working knowledge of at least one Electronic Health Record (EHR) platform, with the ability to learn new systems quickly
• Familiarity with prior authorizations, insurance verification, and basic medical billing workflows
• Excellent written and spoken English, with the ability to handle patient calls and emails professionally
• Strong understanding of HIPAA and patient confidentiality requirements
• Outgoing, confident communicator comfortable making outbound calls and conducting referral outreach
• Strong attention to detail and organizational skills, especially around calendar and data accuracy
• Reliable, detail-oriented, and able to work independently with minimal supervision
• Self-starter mindset with the ability to read SOPs, follow them step-by-step, and ask the right questions

Preferred Skills

• Prior experience in a behavioral health or mental health setting
• Direct experience with OptiMantra, SimplePractice, Headway, Clarity, or similar EHR/booking platforms
• Familiarity with Spruce Health or other HIPAA-compliant patient communication platforms
• Comfort with AI-assisted clinical documentation tools (e.g., AI scribes)
• Experience working in Google Workspace (Gmail, Google Calendar, Google Drive)
• Background in cold outreach, referral generation, or B2B email campaigns
• Social media monitoring and basic community management experience
• Familiarity with Slack or similar team communication tools
• Sensitivity and tact when communicating with patients on sensitive matters
• *Why Join Us:** This is a meaningful opportunity to take ownership of a high-impact role where your work directly shapes how the business operates day-to-day. You’ll work closely with leadership, have visibility across the entire patient journey, and play a key role in keeping things running smoothly. There’s strong potential to grow into more responsibility over time, with daily collaboration, clear expectations, and the freedom to bring your initiative to the table.

Work Schedule

09:00 AM – 03:00 PM MST