Behavioral health virtual assistant

Job Title: Behavioral Health Virtual Assistant (BH-VA) -Certified (CNA, MA, or equivalent)

Classification: Independent Contractor / Part-Time (10-15 hours weekly)

Reports To: Clinical Director, L. Wallace NP & Associates

Location: Remote

Compensation: $20-$25/hour depending on certification and experience

Overview

L. Wallace NP & Associates is a multi-state integrative mental health practice providing concierge psychiatry, therapy intensives, traditional insurance based psychiatric and psychotherapeutic care.

We are seeking a Behavioral Health Virtual Assistant (BH-VA) with a medical background (CNA, MA, or similar certification) to provide high-level administrative and clinical coordination support.

This position will focus on tasks that require clinical discretion and billing capability, while a BH Intern supports basic administrative functions. The ideal candidate has experience in mental or behavioral health settings, understands documentation and confidentiality standards, and demonstrates professional accountability in tracking work.

Core Responsibilities

1. Clinical & Administrative Support

• Conduct client outreach (e.g., appointment reminders, coordination with PCPs or referring providers).
• Draft and format clinical summaries, treatment plans, and care coordination notes under supervision.
• Support documentation management in EHR (IntakeQ, Zoho Workspace, etc.) ensuring compliance and accuracy.
• Review intake and consent forms for completion and escalate missing items.
• Maintain organized, HIPAA-compliant communication across the care team.

2. Billing & Data Entry

• Assist with insurance verifications, superbills, and claims tracking under provider direction.
• Update service logs, appointment codes, and time-based documentation accurately.
• Coordinate with billing partners to reconcile claims and support audit readiness.

3. Care Coordination

• Liaise with clients’ primary care providers or specialists for treatment updates and continuity of care.
• Facilitate release-of-information documentation and ensure follow-through of care plans.
• Prepare concise, clinically appropriate correspondence for interdisciplinary communication.

4. Task Tracking & Accountability

• Submit daily activity logs detailing date, start/end time, task, and deliverable outcome.
• Maintain transparency through structured documentation rather than vague hour reporting.
• Use practice-approved systems (Zoho Projects, IntakeQ, Zoho Workspace) for time tracking and communication.

Qualifications

• Certified Nursing Assistant (CNA), Medical Assistant (MA), or comparable credential required.
• Prior experience in behavioral health, psychiatry, or medical office administration required.
• Working knowledge of HIPAA, EHR systems, and insurance billing workflows.
• Excellent written and verbal communication; ability to document concisely and professionally.
• Reliable, organized, and responsive -capable of managing competing priorities with minimal supervision.

Preferred Skills

• Experience with IntakeQ, Zoho, Simplepractice, or similar practice management tools.
• Familiarity with CPT coding for psychiatric/therapy visits.
• Comfort with integrative and naturopathic terminology.
• Professional discretion when interfacing with sensitive or confidential client information.

Work Structure

This role will partner closely with the BH Intern , who manages general administrative duties such as research, file organization, and client registration and communication related, allowing the BH-VA to focus on billing, documentation, and clinically aligned responsibilities.

Weekly reporting and supervision meetings will be required to ensure compliance and workflow efficiency.

Application Instructions

To apply, please send a résumé, certification documentation (CNA/MA), and a short cover letter describing your experience with behavioral health or medical administrative work to [email protected] .

Job Type: Contract

Pay: $20.00 - $25.00 per hour

Expected hours: 10 – 15 per week

Work Location: Remote