Remote Front Desk Receptionist / Admin Assistant (EHR & Patient Scheduling)

Job Title: Remote Front Desk Receptionist / Admin Assistant (EHR & Patient Scheduling)

Job Code: [AH-A]

Position Type: Full-time

Work Hours: 8:00 AM – 5:00 PM EST

Work Days: Monday – Friday

Salary: $5 – $6 per hour (depending on experience)

Location: Remote | Philippines

Job Summary and Client Overview

We are seeking a Remote Front Desk Receptionist / Admin Assistant to support a remote mental health practice. In this role, you will manage scheduling, verify insurance benefits, maintain patient records in the EHR system, and communicate with patients regarding appointments and follow-ups. This is a non-sales administrative role focused on patient coordination, scheduling, and clinic support. The ideal candidate has a healthcare background, strong communication skills, EHR experience, and the ability to handle sensitive patient information with professionalism.

Key Responsibilities

• Manage daily scheduling and calendar coordination
• Book same-day appointments when necessary
• Ensure smooth appointment flow and schedule accuracy
• Coordinate scheduling through SockDoc integration with the EHR system
• Maintain and update patient records in the EHR system
• Manage and organize therapy notes and clinical documentation
• Ensure patient records remain accurate, organized, and up to date
• Verify insurance benefits for new patients
• Confirm coverage prior to scheduled appointments
• Communicate relevant insurance information to patients and the clinic team
• Communicate with patients regarding appointments, confirmations, and follow-ups
• Coordinate patient care to ensure a smooth experience from scheduling to visit completion
• Handle sensitive mental health information with professionalism and confidentiality
• Provide general administrative support to help reduce the client’s workload
• Assist with clinic operations and workflow management
• Support overall efficiency so the clinician can focus on patient care
• Billing experience is a plus but not required
• Communicate and collaborate with the team using RingCentral

Requirements:
• Fluent English with strong verbal and written communication skills
• Ability to communicate professionally with patients and healthcare staff
• Strong attention to detail and organizational skills
• Self-motivated and able to work independently in a remote environment
• Healthcare experience background preferred
• Experience working with Electronic Health Record (EHR) systems, particularly TherapyNotes
• Comfortable managing therapy notes and clinical documentation
• Familiarity with healthcare software platforms and system integrations
• Strong understanding of patient-facing communication in a mental health setting
• High level of empathy and emotional intelligence
• Ability to handle sensitive mental health information professionally
• Understanding of HIPAA compliance requirements
• HIPAA certification preferred, or willingness to complete certification
• Commitment to maintaining strict confidentiality of patient information

Basic requirements

• Must be proficient in speaking and writing English very clearly
• Must have relevant work experience
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding [mandatory]
• Must be available for video meetings with your camera on (when needed)

Technical requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 10 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits:
• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, trainings, or allowances listed are optional contractor perks and not employee benefits.