Expert Athenahealth Virtual Assistant

We are seeking an expert-level Athenahealth Virtual Assistant to support our Behavioral Health Practice. The ideal candidate will have extensive experience in managing patient records, scheduling, and billing within Athenahealth. Responsibilities include ensuring accurate and timely data entry, managing patient communication, and coordinating with healthcare providers. The role requires strong attention to detail and excellent communication skills. This is not an entry-level position. The ideal candidate will already understand behavioral-health workflows, patient confidentiality, professional communication, and the daily administrative demands of an outpatient psychiatric practice approximately 20-30 hours per week. KEY RESPONSIBILITIES Athenahealth Chart and Inbox Management —Monitor and organize Athenahealth inboxes, tasks, documents, and patient messages —Route clinical questions and urgent concerns to the appropriate clinician —Upload, label, and organize outside records, laboratory results, releases, and other documents —Prepare charts for upcoming appointments and identify missing information —Track incomplete forms, unsigned documents, referrals, and outstanding patient requests —Send approved forms, letters, and records through appropriate channels —Maintain accurate documentation of administrative actions —Help reduce unresolved Athenahealth tasks and inbox backlog Scheduling and Patient Communication —Schedule, reschedule, and confirm new-patient and follow-up appointments —Manage cancellations, waitlists, and missed appointments —Contact patients regarding appointment requirements, forms, urine drug screens, referrals, and other nonclinical follow-up needs —Verify that telehealth patients have the correct appointment information —Communicate professionally and compassionately with behavioral-health patients —Escalate crisis statements, medication concerns, or urgent clinical symptoms immediately according to practice protocol —Document patient communication clearly in Athenahealth Insurance Verification and Prior Authorizations —Verify insurance eligibility and behavioral-health benefits —Identify copay, deductible, referral, and authorization requirements —Submit and track medication prior authorizations —Complete prior authorizations for psychiatric medications using available clinical documentation —Communicate with pharmacies, insurance plans, and patients regarding authorization status —Follow up on denied or pending authorizations —Prepare appeal information for clinician review when necessary —Track authorization expiration dates and renewal needs —Help resolve insurance-related scheduling or prescription delays REQUIRED QUALIFICATIONS —Expert-level experience using Athenahealth —Previous experience supporting a behavioral-health, psychiatric, addiction-treatment, or mental-health practice —Strong experience with Athenahealth inboxes, patient cases, chart documentation, scheduling, and document management —Experience completing insurance verification and medication prior authorizations —Working knowledge of psychiatric medications and common behavioral-health terminology —Understanding of HIPAA and patient-confidentiality requirements —Excellent written and verbal communication skills —Strong organization, follow-through, and attention to detail —Ability to recognize urgent behavioral-health concerns and escalate them appropriately —Ability to work independently without constant supervision —Reliable internet access and a private, secure workspace PREFERRED QUALIFICATIONS —Experience supporting a psychiatric nurse practitioner, psychiatrist, or behavioral-health clinic —Experience with controlled-substance workflows and required monitoring —Experience communicating with pharmacies and insurance companies —Experience requesting outside medical records and tracking releases of information —Experience supporting telehealth appointments —Experience with medication refill workflows, urine drug-screen requirements, and prior-authorization portals —Familiarity with Kentucky or Florida insurance plans is a plus