Outpatient behavioral health medical practice - Virtual Assistant Needed for Administrative Support

We are seeking a reliable and organized virtual assistant to provide administrative support to our team. The ideal candidate will help with tasks such as managing emails, scheduling appointments, data entry, and general office tasks. Strong communication skills and attention to detail are essential. This role is perfect for someone who is proactive, tech-savvy, and enjoys multitasking in a fast-paced environment.Virtual Medical Administrative Assistant (Behavioral Health – Remote) Company Willow Oak Community Behavioral Health Center, Inc. Licensed Outpatient Behavioral Health Provider – Georgia Position Summary Willow Oak Community Behavioral Health Center, Inc. is seeking a highly organized and detail-oriented Virtual Medical Administrative Assistant to support our clinical and administrative operations. This role is critical to maintaining efficient referral flow, accurate EMR/EHR data, timely authorizations, and reduced administrative backlogs across the organization. The ideal candidate has experience in healthcare or behavioral health administration, understands insurance verification and prior authorizations, and is comfortable working across multiple systems while meeting strict accuracy and compliance standards. Key Responsibilities Referral & Intake Coordination Receive and process intake referrals submitted by Willow Oak staff via email and internal systems Arrange and track referrals to internal programs and external providers Maintain real-time referral status tracking and follow-up documentation Communicate referral updates to internal staff as needed EMR / EHR System Management Accurately enter, update, and manage client data within EMR/EHR platforms Complete patient registration and demographic updates Maintain document control, including uploading, indexing, and organizing records Ensure data integrity and compliance with HIPAA and organizational policies Insurance & Authorization Support Verify patient eligibility and insurance coverage Complete prior authorizations and track authorization status Update fee schedules and insurance reimbursement rates within the EMR system Assist in reducing administrative and authorization backlogs Scheduling & Appointment Management Schedule, reschedule, and manage client appointments Update appointment changes promptly in the EMR system Coordinate with clinical and administrative staff to ensure accurate calendars Billing & Payment Support Enter and update payments accurately in the system Support administrative billing workflows as assigned Assist with data entry related to services and reimbursements Administrative & Operational Support Perform general administrative duties to support daily operations Attend all required system, EMR, payer, and organizational trainings Maintain proficiency in evolving systems, workflows, and payer requirements Support continuous process improvement initiatives Required Qualifications High school diploma or equivalent (Associate’s degree preferred) Minimum 1–2 years of healthcare or behavioral health administrative experience Experience working with EMR/EHR systems Knowledge of insurance verification, eligibility checks, and prior authorizations Strong attention to detail and data accuracy Excellent organizational and time-management skills Ability to manage multiple tasks in a fast-paced, remote environment Proficient in Microsoft Office and secure email communication Preferred Qualifications Experience in behavioral health, substance use, or outpatient clinical settings Familiarity with Georgia Medicaid and managed care organizations Prior experience updating fee schedules and insurance rates in EMR systems Experience supporting revenue cycle or administrative back-office functions Work Environment Fully remote / virtual position Must maintain HIPAA-compliant workspace and secure internet access Required attendance at scheduled virtual trainings and meetings