Virtual Medical Administrative Assistant for a Psychiatric Clinic in US (Home Based Part Time)

Virtual Coworker•Winchester, NH

3d•Remote

About The Position

This is a part-time, home-based position for a Virtual Medical Administrative Assistant at a psychiatric clinic. The role involves a variety of administrative and patient-facing tasks, including managing patient communications, scheduling appointments, assisting with patient intake, coordinating referrals, providing insurance and billing support, and general administrative duties. The assistant will also provide support for marketing and business development, and will be trained on crisis response protocols to handle urgent patient situations professionally.

Requirements

Professionalism in answering calls and handling patient inquiries.
Prompt return of voicemails.
Ability to respond to patient emails and administrative inquiries.
Assisting patients with general questions regarding services, appointments, and office procedures.
Exceptional customer service skills.
Maintaining patient confidentiality.
Escalating urgent patient concerns to the provider immediately.
Scheduling new psychiatric evaluations.
Scheduling follow-up appointments.
Managing appointment cancellations and rescheduling.
Confirming upcoming appointments.
Sending appointment reminders.
Maintaining provider calendar and scheduling accuracy.
Assisting patients with completing online registration and intake paperwork.
Ensuring all required documents are completed before appointments.
Helping patients navigate the patient portal and website.
Assisting patients experiencing technical difficulties.
Maintaining accurate patient demographic information.
Receiving referrals from providers, hospitals, therapists, and community partners.
Contacting referred patients to schedule appointments.
Obtaining referral documentation and medical records.
Coordinating communication with referring offices.
Maintaining referral tracking logs.
Verifying patient insurance eligibility.
Following up on denied insurance claims.
Contacting insurance companies to determine reasons for claim denials.
Obtaining information necessary for billing corrections and claim resubmissions.
Tracking outstanding billing issues.
Assisting with prior authorization requests when appropriate.
Monitoring office email inbox.
Maintaining electronic patient records.
Organizing electronic documents.
Assisting with credentialing paperwork and provider enrollment.
Maintaining office spreadsheets and tracking logs.
Assisting with preparing reports and administrative projects.
Maintaining confidentiality of all patient information.
Assisting with physician outreach and referral relationship management.
Maintaining referral databases.
Coordinating brochure mailings and networking materials.
Assisting with website updates (if trained).
Assisting with social media scheduling and marketing projects.
Helping support community outreach initiatives.
Remaining calm and professional during crisis situations.
Following AVIA's Crisis Escalation Protocol.
Encouraging immediate contact with 988 or the nearest Emergency Department when appropriate.
Notifying the provider of psychiatric emergencies.

Nice To Haves

Training on website updates.

Responsibilities

Professionally answer incoming telephone calls using AVIA's approved greeting.
Return patient voicemail messages promptly.
Respond to patient emails and administrative inquiries.
Assist patients with general questions regarding services, appointments, and office procedures.
Provide exceptional customer service while maintaining patient confidentiality.
Escalate urgent patient concerns to the provider immediately.
Schedule new psychiatric evaluations.
Schedule follow-up appointments.
Manage appointment cancelations and rescheduling.
Confirm upcoming appointments.
Send appointment reminders.
Maintain provider calendar and scheduling accuracy.
Assist patients with completing online registration and intake paperwork.
Ensure all required documents are completed before appointments.
Help patients navigate the patient portal and website.
Assist patients experiencing technical difficulties.
Maintain accurate patient demographic information.
Receive referrals from providers, hospitals, therapists, and community partners.
Contact referred patients to schedule appointments.
Obtain referral documentation and medical records.
Coordinate communication with referring offices.
Maintain referral tracking logs.
Verify patient insurance eligibility.
Follow up on denied insurance claims.
Contact insurance companies to determine reasons for claim denials.
Obtain information necessary for billing corrections and claim resubmissions.
Track outstanding billing issues.
Assist with prior authorization requests when appropriate.
Monitor office email inbox.
Maintain electronic patient records.
Organize electronic documents.
Assist with credentialing paperwork and provider enrollment.
Maintain office spreadsheets and tracking logs.
Assist with preparing reports and administrative projects.
Maintain confidentiality of all patient information.
Assist with physician outreach and referral relationship management.
Maintain referral databases.
Coordinate brochure mailings and networking materials.
Assist with website updates (if trained).
Assist with social media scheduling and marketing projects.
Help support community outreach initiatives.
Remain calm and professional during crisis situations.
Keep the caller engaged while following AVIA's Crisis Escalation Protocol.
Encourage immediate contact with 988 or the nearest Emergency Department when appropriate.
Notify the provider of psychiatric emergencies.