Administrative & Billing Virtual Assistant (Mental Health Practice)

Client Overview
Our client is a mental health group practice based in Southern California. The practice supports multiple clinicians and prioritizes exceptional client experience, strong internal communication, and reliable administrative operations. The owner is clinically focused and is seeking a highly dependable virtual assistant to take full ownership of day-to-day administrative and billing responsibilities.

Role Overview
We are seeking a friendly, highly organized, and proactive Administrative & Billing Virtual Assistant to support a growing mental health practice. This role is critical to ensuring smooth operations across scheduling, billing, insurance verification, payroll coordination, internal communications, and general administrative support.

The ideal candidate is warm and personable, yet detail-oriented and structured, capable of independently managing tasks, deadlines, and follow-ups without constant oversight.

This role will begin part-time (20 hours/week) for training in February, then transition to full-time (40 hours/week) starting March.

Work Schedule & Location
Hours: Monday–Friday, 9:00 AM – 5:00 PM Pacific Standard Time (PST)
Location: Remote
Preferred Location: Philippines
Commitment: Long-term

Key Responsibilities
Administrative & Practice Support
- Manage and respond to emails and phone calls professionally and warmly
- Serve as the first point of contact for clients, clinicians, and internal staff
- Coordinate schedules for multiple clinicians and ensure calendar accuracy
- Maintain availability updates to avoid scheduling conflicts
- Send internal emails and staff communications as needed
- Track important deadlines, renewals, and annual bills to ensure timely payment
- Take initiative in identifying tasks that need attention and follow through to completion

Billing & Insurance Support
- Perform Verification of Benefits (VOB) for clients
- Manage daily billing through the EMR system
- Follow up on denied or unpaid claims with insurance providers
- Upload required documentation and communicate with insurance companies
- Handle manual billing when required (e.g., UnitedHealthcare)

Payroll & HR Coordination
- Coordinate payroll inputs using Gusto (hours entry, verification, submission)
- Assist with job postings (e.g., Indeed) when hiring is needed
- Support onboarding and offboarding administrative tasks
- Participate in weekly 1:1 meetings with the practice owner
- Join quarterly staff meetings as required

Team Engagement & Culture
- Actively engage with staff via Slack
- Send birthday messages and supportive check-ins
- Help maintain a warm, connected team culture while ensuring backend tasks are completed accurately

Tools & Systems
- SimplePractice (EMR & billing)
- Gusto (payroll)
- Slack (internal communication)
- Email & calendar systems
- Phone system (experience with virtual phone tools such as OpenPhone is a plus)
**Prior experience with SimplePractice is not required; training will be provided. A quick learner is essential.

Required Skills & Qualifications
- Experience in administrative support (healthcare or mental health preferred)
- Strong organization and time-management skills
- High attention to detail and follow-through
- Excellent written and verbal English communication
- Friendly, empathetic, and client-focused demeanor
- Ability to work independently and take initiative
- Comfortable handling confidential and sensitive information
- HIPAA-compliant mindset and experience strongly preferred

Nice-to-Have
- Prior experience in a mental health or healthcare practice
- Insurance billing and claims follow-up experience
- Experience working PST or night shifts
- Familiarity with U.S. healthcare workflows

Compliance & Security
Must adhere to HIPAA compliance and data privacy standards

Why Join Assist World?

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$200 testimonial bonus
$500 entry monthly raffle
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