Virtual Assistant - Intake & Scheduling Coordinator

Virtual Assistant – Intake & Scheduling Coordinator

Position Type: Full-Time

Work Hours: 9:30 AM – 5:30 PM CST

Work Days: Monday–Friday

Salary: $6–$8 per hour (depending on experience)

Job Code: [DM-NSFS]

Workplace: Remote

Preferred Candidate Location: Latin America preferred (Spanish-speaking candidates highly encouraged to apply), and PH (Spanish Bilingual)

About the Practice

Our client is a growing U.S.-based private therapy practice located in Illinois, dedicated to providing high-quality, client-centered mental health services to individuals and families. The practice specializes in thoughtful therapist-client matching to ensure each client receives care aligned with their unique needs, preferences, and goals.

With strong systems, structured processes, and a fast-paced leadership style, the practice prioritizes efficiency, accountability, and exceptional client experience. As they continue to grow, they are expanding their remote support team to ensure clients receive professional, timely, and well-matched care from their very first interaction.

This is a high-responsibility role for someone who thrives in a structured but fast-moving healthcare environment.

About the Role

This is not a basic call-answering position.

Intake requires cognitive problem-solving and clinical understanding. You will be responsible for carefully evaluating each client inquiry and matching them with the appropriate therapist based on multiple factors — not simply booking appointments.

You must be comfortable making decisions independently within established guidelines and executing without waiting for permission.

Top 3 Priorities

Intake Coordination & Client Communication

• Answer incoming calls and inquiries professionally
• Conduct structured intake conversations
• Match clients with therapists based on age, presenting concerns, therapist specialization, location preference, gender preference, scheduling availability, and insurance compatibility.
• Ensure smooth onboarding and professional first impressions

Scheduling & Appointment Conversion

• Manage therapist calendars efficiently
• Convert inquiries into confirmed appointments
• Take the initiative to book appropriately without asking, “Is this okay?”
• Maintain high conversion rates through intelligent client-therapist pairing

Insurance Follow-Ups

• Verify insurance eligibility
• Follow up on pending verifications
• Communicate clearly with clients regarding insurance status

Additional Responsibilities

• Credentialing and renewal support
• Possible billing oversight
• Support automation of intake workflows (GPT-based tools being explored)
• Maintain documentation in Therapy Appointment (EHR)
• Track tasks and deadlines in ClickUp
• Use Grasshopper phone system (VPN required)
• Maintain HIPAA compliance in all systems

Work Style & Culture Expectations

We are looking for someone who demonstrates:

• Proactive problem-solving – Take action without waiting for permission
• Initiative-taking – “Go and schedule it” vs. “Is this okay?”
• Self-accountability – Own mistakes, reset deadlines, communicate blockers
• Independent decision-making – Think critically vs. people-pleasing behavior
• Multitasking ability – Handle multiple competing priorities calmly
• Consistent follow-through – Complete tasks; never let deadlines silently pass
• Job longevity – Seeking long-term stability, not short-term roles

Requirements:
Experience Requirements

• Previous virtual assistant or remote administrative experience required
• Healthcare, nursing, medical, or clinical background strongly preferred
• Understanding of therapy specialties and client populations preferred
• Experience with complex intake coordination is highly preferred
• Medical degree or license not required, but considered an advantage

Core Competency Requirements

• Strong understanding of different therapeutic approaches and client needs
• Ability to assess complex intake details and make appropriate matches
• Comfortable converting inquiries into scheduled appointments
• Healthcare/clinical familiarity preferred
• High-level organizational skills and deadline management

Basic requirements

• Excellent spoken and written English
• Spanish-Bilingual preferred but not required
• Professional phone communication skills
• 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.