Medical Scheduling Virtual Assistant

Job Summary:
Come work with us as an organized and personable Behavioral Health Scheduling Coordinator managing scheduling and patient communications for a solo clinical psychology practice. You’ll keep the calendar filled, organize assessments for military-referred veterans and applicants, and act as a warm, professional first contact for patients and referring doctors. You’re the person for this if you’re at ease with sensitive health information and treat confidentiality as a priority.

Key Responsibilities:

• Reach the practice’s military referral contact every morning to get the list of veterans and applicants needing assessments
• Book referred veterans and applicants into the designated calendar blocks
• Fill open spots by reaching designated patients and offering available appointments
• Reconnect with patients who have nothing booked going forward
• Put military and cash-pay patients first when offering preferred appointment times
• Check insurance eligibility and confirm cards on file and outstanding balances
• Respond promptly to patient voicemails and texts in RingRx
• Run the practice inbox and answer emails from patients and doctors
• Help with outreach to local clinicians to build care coordination relationships
• Work in SimplePractice under strict HIPAA protocols and two-factor authentication

Mandatory Skills:

• Proven experience in medical or behavioral health scheduling and patient communication
• Hands-on experience with practice management or EHR software (SimplePractice preferred)
• Experience checking insurance eligibility and benefits
• Strong understanding of HIPAA and how to handle confidential patient information
• Comfortable using two-factor authentication and following strict data security procedures
• Excellent written and spoken English with a professional, caring manner by phone and email
• Strong communication skills
• Responsible, attentive to detail, and independent

Preferred Skills:

• Experience in a mental health, psychology, or therapy practice
• Familiarity with RingRx or similar business phone and texting platforms
• Experience coordinating referrals or working with military or veteran populations
• Experience with outreach to healthcare providers
• Basic social media posting experience
• Able to manage several priorities without dropping any

Why Join Us:
This is an opportunity to become a trusted, central part of a small practice where your work directly shapes patients’ access to care. You’ll work closely with a supportive provider, take full ownership of your area, and have room to grow along with the practice.