BEHAVIORAL HEALTH ADMINISTRATIVE COORDINATOR

Job Title: Behavioral Health Administrative Coordinator Position Type: Full-Time Work Schedule: • Monday – Friday: 10:00 AM – 8:00 PM CDT • Saturday: 10:00 AM – 4:00 PM CDT Salary: $5 – $6 per hour (depending on experience) Job Code: RB-TBH Workplace: Remote Preferred Candidate Location: Philippines or Latin America About the Role Our Client is looking for a highly reliable Virtual Assistant to support a growing behavioral health practice. This is an exciting opportunity to join during a key restructuring phase, with strong potential for long-term growth and additional opportunities as the team expands. This role is ideal for someone who is proactive, detail-oriented, and thrives in a fast-paced healthcare environment. You will play a critical role in patient communication, scheduling, and operational efficiency—directly impacting patient care and business growth. Key Responsibilities • Phone Call Management: Answer all inbound calls promptly and ensure no missed calls • Patient Intake & Scheduling: Manage new patient intake and coordinate appointments • Referral Processing: Handle referrals and ensure timely follow-ups • No-Show Follow-Up: Contact patients at least twice and send text reminders with proper documentation • Insurance Verification & Prior Authorizations: Accurately process and verify patient coverage • Speed-to-Lead Response: Follow up on new inquiries/referrals within 5 minutes (critical KPI) • Patient Support: Assist with patient questions, including basic clinical-related inquiries when appropriate • Objection Handling (Nice-to-Have): Comfortably handle basic patient concerns or hesitations over the phone • Team Collaboration: Participate in daily Zoom meetings with the team Performance Goals • Ensure all incoming calls are answered immediately • Maintain rapid response times for new leads and referrals • Improve patient attendance through structured follow-ups • Support the clinic’s goal of reaching 100 patients/month Growth Opportunity • The client is currently restructuring operations and may expand the team significantly • Strong performers may have opportunities for long-term stability and advancement Core Qualifications • HIPAA-trained and certified (required) • Proven experience in healthcare administrative tasks • Experience in behavioral health or mental health practices (preferred) • Ability to handle patient inquiries beyond scheduling (e.g., medication side effects, general clinical questions) • Excellent communication skills (clear spoken and written English required) • Strong consistency, accountability, and reliability • Critical thinking and problem-solving skills Technical & System Requirements • Experience with multiple EHR systems (Valant experience preferred but not required) • Open to candidates with experience in other EHRs, as systems may transition to one integrated with HubSpot • Experience with RingCentral phone system (preferred) • Must be able to work during CDT business hours Additional Skills (Nice-to-Have) • Spanish bilingual ability (preferred but not required) • Ability to handle basic sales or patient objections over the phone Experience & Background • Medical degree/license: Not required • Virtual assistant experience: Preferred but not required • Must have relevant experience in a similar administrative or healthcare support role 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. • 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.