Part-Time Virtual Assistant – Mental Health Practice

Job Title: Part-Time Virtual Assistant – Mental Health Practice
Location: Remote (Philippines)
Hours: 10-12 hours/week (flexible)
Rate: $3USD/hour

About Us:
We are a small, private mental health practice providing therapy services. We are looking for a reliable, warm, and detail-oriented Virtual Assistant to help support client intake, insurance verification, CRM management, and administrative operations for a growing mental health practice. This is a long-term remote opportunity with potential for increased hours and responsibilities as the practice grows.

Job Responsibilities:
Primary Responsibilities
Respond promptly and professionally to client inquiries via email, phone, text, and online forms.
Send intake paperwork to new clients and follow up on incomplete forms to support a smooth onboarding process.
Manage client records within the CRM, assign clients to therapists, and maintain accurate tracking systems and databases.
Update spreadsheets, client trackers, and administrative records to ensure data accuracy and organization.
Verify insurance benefits, follow up on outstanding claims, and communicate with insurance companies regarding denials, appeals, and payment issues.
Prepare and maintain basic administrative reports and tracking metrics as needed.
Provide administrative support to the CEO, including scheduling assistance, task coordination, and special projects.
Maintain strict confidentiality, professionalism, and HIPAA-compliant communication while performing administrative duties.

Occasional Responsibilities
As business needs arise, the Virtual Assistant may also assist with:
Therapist, intern, and contractor recruitment support, including interview coordination and onboarding assistance.
Planning, marketing, and promotion of retreats, workshops, coaching programs, and special events.

Email newsletters, promotional campaigns, and client communications.
Additional administrative and operational projects as assigned.

Requirements:
Excellent English communication skills (spoken and written)
Warm, professional, and friendly phone/email manner
Strong attention to detail
Reliable internet connection and computer
Ability to follow processes and work independently
Experience with administrative tasks or virtual assistant work preferred
Prior experience in healthcare or mental health administration is a plus

Tools You Will Use:
OpenPhone or other business phone system
Google Workspace (Gmail, Calendar, Docs, Sheets)
Practice management software (CarePatron, Simple Practice or equivalent)
Online forms (JotForm, Google Forms, or similar)
Calendar scheduling tools (Acuity, Calendly, or similar)

Schedule:
10-12 hours/week
Flexible schedule with partial overlap during U.S. business hours (9:00 AM Eastern Time (ET) / 9:00 PM Philippine Time (PHT), as needed for client and team support.
Regular communication via email or chat

Salary / Compensation:
$3 USD/hour
Payments issued monthly via Wise
Long-term opportunity with potential for additional hours and increased compensation as the business grows

Trial Task – Required to Apply:
Objective: Demonstrate your ability to respond to a new client inquiry professionally.
Instructions:
Imagine a potential client sends this inquiry:
“Hi, I’m looking for therapy for anxiety. How do I get started?”
Draft a professional, warm, and friendly email reply using this template:
Subject: Welcome to [Practice Name] – Next Steps
Hello [Client Name],
Thank you for contacting [Company Name]. We’re excited to get you started. Please complete our intake form here: [Insert sample intake form link].
Once we receive your completed forms, we will assign you to the therapist best suited for your needs and schedule your first session.
If you have any questions, feel free to reply to this email.
Warm regards,
[VA Name]
[Practice Name]
Personalize it as needed, but maintain a professional and friendly tone.
Submit your drafted email along with your application.
We are looking for:
Clear, professional, and warm communication
Correct grammar and spelling
Ability to follow instructions

How to Apply:
To be considered for this position, please complete our application form:

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Please note:
Complete the application form in its entirety.
Submit your 1–2 minute video introduction link.
Complete the trial email response included in the application.
To demonstrate attention to detail, begin your response to Question #5 with:
"Peace Begins With"
Important: Applications that do not follow all instructions may not be considered.
***Only candidates selected for an interview will be contacted. We appreciate your interest in joining our team.***