Mental Health Virtual Assistant

HireGaynell is a faith-driven virtual administrative support business dedicated to serving therapists, counselors, and behavioral health professionals in private practice. Founded by Gaynell Langston — a spirit of excellence with an entrepreneurial heart — we provide specialized support in billing, credentialing, practice administration, and practice launch so that mental health providers can do what they do best: serve their clients. As we continue to grow, we are expanding our team and seeking a dedicated, detail-oriented Virtual Assistant who shares our commitment to excellence, confidentiality, and compassionate service. Proverbs 22:29 reminds us: "Do you see someone skilled in their work? They will serve before kings; they will not serve before obscure men." We are looking for someone who exemplifies that standard. Overview The Mental Health Virtual Assistant (MHVA) will work directly under the direction of Gaynell Langston to support the day-to-day administrative operations of HireGaynell's client accounts. This role requires someone who is dedicated to enhancing patient care and streamlining administrative processes. In this vital role, you will provide compassionate, efficient support to mental health professionals and patients alike, ensuring seamless communication, accurate documentation, and effective management of clinical workflows. The ideal candidate will be able to manage multiple responsibilities spanning client-facing administration, billing support, credentialing coordination, and marketing assistance. This position offers an exciting opportunity to contribute to mental health services from the comfort of your home while utilizing your strong administrative and medical support skills to make a meaningful difference. You must be highly organized, HIPAA-aware, tech-savvy, and passionate about supporting the behavioral health space. The ideal candidate will have experience in mental health support and be comfortable with virtual communication tools. This is a part-time role with flexible hours, perfect for someone looking to make a positive impact. Duties Manage appointment scheduling, cancellations, and rescheduling using electronic health record (EHR) systems such as Simple Practice, Therapy Appointments, or Therapy Notes. Verify insurance coverage and perform insurance verification tasks for mental health services, including Medicare and Medicaid. Assist with patient intake processes, including collecting and updating medical histories and documentation review. Support clinicians with documentation review, ensuring compliance with HIPAA regulations and accurate record-keeping. Handle patient inquiries via multi-line phone systems(Ring Central) with professional phone etiquette and provide excellent customer service. Support care plan development by assisting with medical coding (ICD-10, CPT) and billing procedures related to mental health services. Perform data entry tasks such as typing reports, updating electronic charts, and managing health information securely. Coordinate with healthcare providers for appointment reminders, follow-ups, and care coordination efforts. Use Daily Excel Spreadsheets Experience Proven experience in medical administrative support within a healthcare setting, preferably in mental health or clinic environments. Demonstrated knowledge of or willingness to learn HIPAA compliance standards Knowledge of medical terminology, ICD coding (ICD-9/ICD-10), CPT coding, and medical billing processes. Experience with insurance verification procedures including Medicare and Medicaid is preferred. Strong computer skills including proficiency in Microsoft Office Suite (Word, Excel) and Google Workspace(Docs, Sheets, Gmail, Calendar). Excellent organizational skills with attention to detail in documentation review and data entry tasks. Experience with SimplePractice, TherapyNotes, or similar EHR platforms (preferred) Previous clinic or healthcare office experience involving front desk duties, scheduling, filing, and patient service is highly valued. High level of professionalism, discretion, and attention to detail Ability to work independently, meet deadlines, and manage multiple tasks simultaneously Reliable internet connection and a dedicated workspace Preferred Qualifications Prior experience in the mental health or healthcare administrative field Familiarity with insurance credentialing processes (CAQH, NPI, panel enrollments) Experience with social media management tools (e.g., Buffer, Canva) Background in billing or medical claims processing Experience supporting faith-based or values-driven organizations College Students currently enrolled in a psychology or social degree program Benefits: Flexible schedule Opportunities for advancement Work from home