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Winning Assistants LLC
Winning Assistants LLC
51 – 200 Employees
ConsultingLogisticsMarketing
Winning Assistants LLC is a staffing and recruiting company that connects doctors, healthcare professionals, and business owners with skilled virtual assistants from a global talent pool. Its HIPAA-compliant support services cover administrative work, medical office management, marketing, and customer service, helping clients streamline daily operations, control costs, and dedicate more time to business growth.
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Behavioral Health Medical Virtual Assistant – Scheduling and Patient Intake (Remote, Philippines)

Provide virtual administrative support for a U.S. behavioral health practice by handling patient calls, scheduling, referrals, and intake. Manage insurance checks, message triage, medication refill routing, and eClinicalWorks records.

PHPhilippines
$10,400 – $12,480 / year
RemoteFull-timeMiddleSeniorEnglish RequiredExecutive Assistant

Description

  • Handle incoming patient calls with clear, professional communication.
  • Collect and accurately record patient details and questions.
  • Respond to appropriate non-clinical questions from new and existing patients.
  • Follow up promptly on patient questions and appointment requests.
  • Distinguish matters you can resolve from those requiring provider escalation.
  • Schedule, confirm, and modify patient appointments.
  • Coordinate multiple calendars and scheduling platforms.
  • Avoid duplicate bookings and help address scheduling conflicts.
  • Administer appointment alerts and scheduling updates.
  • Review email and referral channels for new patient inquiries and referrals.
  • Follow up with prospective patients and referral contacts.
  • Gather patient details and coordinate required forms and paperwork.
  • Guide prospective patients from intake through confirmed appointments.
  • Check insurance eligibility and coverage details.
  • Assist with prior authorization processes.
  • Screen medication refill requests and direct them appropriately.
  • Triage patient messages and escalate clinical matters to the provider.
  • Keep patient records and documentation accurate in eClinicalWorks.

Requirements

  • Prior experience as a medical or healthcare virtual assistant, or in a comparable healthcare support position.
  • Background handling incoming patient calls and other patient-facing communications.
  • Strong written and spoken English skills.
  • Proven ability to schedule patients and manage calendars, including avoiding or correcting double bookings.
  • Experience with eClinicalWorks or a comparable EHR/EMR platform.
  • Experience with Google Calendar and appointment coordination across connected scheduling systems.
  • Experience with RingCentral or a similar telephone and communications platform.
  • Working knowledge of patient intake, insurance verification, and prior authorization procedures.
  • Ability to triage patient or clinical messages and escalate them appropriately.
  • High attention to detail when managing patient data, referrals, and appointment requests.
  • Highly organized, responsive, dependable, and consistent in following through.
  • Comfort working in a patient-facing mental health practice.
  • Clear and professional English communication in speech and writing.
  • Relevant professional experience.
  • Ability to provide mandatory NBI Clearance and/or Local Police Clearance before onboarding.
  • Availability for required video meetings with the camera enabled.
  • Reliable laptop or desktop computer.
  • Stable high-speed internet connection of at least 25 Mbps.
  • Noise-canceling headset.
  • Functional webcam for virtual meetings.
  • Quiet, professional home or work environment.
  • Preferred: Experience supporting behavioral health, mental health, psychiatry, or a similar healthcare practice.
  • Preferred: Experience coordinating referrals and new patient intake.
  • Preferred: Experience routing medication refill requests.

Benefits

  • Dedicated HR and contractor support team.
  • Optional premium VPN access.
  • Provided HIPAA and cybersecurity training with certification.
  • Top 1% virtual assistant performance training.
  • Client-approved U.S. holidays.
  • Client-approved paid or unpaid time off.
  • Access to work tools and resources.
  • Optional performance-based incentives.

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