General Virtual Assistant - Healthcare Operations

Job Title: General Virtual Assistant — Healthcare Operations Position Type: Full-Time (40 hours per week) Work Hours: 9:00 AM – 5:00 PM Mountain Time Work Days: Monday to Friday Salary: $5–$6 per hour, depending on experience Workplace: Remote Preferred Candidate Location: Philippines

About the Client & Role

Our client is an established mental health practice supporting approximately 400 clients and managing around 350 therapy sessions per week. They are seeking a highly organized, tech-savvy, and proactive General Virtual Assistant — Healthcare Operations to support the practice owner with administrative operations, email management, payroll reporting, medical billing, and occasional patient intake coverage. Initially, the role will consist of approximately 50% administrative responsibilities, 30% medical billing, and 20% intake support as needed , with a planned transition toward primarily billing-related responsibilities beginning in January 2027.

The ideal candidate has strong administrative experience supporting U.S. healthcare practices, EHR/EMR experience, excellent technical skills, and the ability to learn complex billing workflows quickly. Prior medical billing experience is preferred, but the client is willing to train someone who can quickly understand new processes, apply feedback, and work independently. The client values critical thinking, organization, adaptability, and a long-term commitment to the practice.

Scope of Work / Responsibilities

Administrative & Executive Support — 50% Initially

Support the practice owner with daily administrative responsibilities, email organization, and operational coordination.

Run biweekly payroll and 401(k) reports, ensuring information is accurate and organized.

Communicate with therapists, administrative team members, insurance companies, and referral sources as needed.

Manage and update five Psychology Today profiles to support patient referrals and practice visibility.

Prepare and distribute internal monthly newsletters and external quarterly newsletters.

Maintain clinician CAQH profiles and complete required attestations every 180 days.

Review and update Standard Operating Procedures (SOPs) quarterly in collaboration with the CEO and administrative team.

Track and submit annual reimbursement rate-increase requests to insurance representatives.

Complete initial onboarding paperwork for new therapists and coordinate handoff to the Onboarding Supervisor.

Coordinate staff birthday gifts and other occasional team-related administrative tasks.

Assist with marketing outreach and social media engagement across Google Business, Facebook, and Instagram when referral volume is low.

Maintain organized documentation, task tracking, and efficient administrative workflows.

Medical Billing & Claims Management — 30% Initially, Increasing in 2027

Training will be provided. The VA must be able to learn billing workflows quickly and gradually take ownership of assigned tasks.

Submit electronic medical claims through SimplePractice using accurate CPT and ICD-10 codes in accordance with payer requirements.

Follow up on unpaid, rejected, denied, or underpaid claims involving commercial insurance, Medicaid, and Medicare.

Investigate billing discrepancies using remittance information, payer portals, EHR records, and insurance guidelines.

Review claim adjustments and coordinate corrections with the Billing Supervisor and administrative team.