Medical Executive Virtual Assistant

💼 Job Post: Executive Virtual AssistantPosition Code: AR-CCPosition Type: Full-Time (40 hours per week)Work Hours: 8:00 AM – 5:00 PM PDTWork Days: Monday – FridaySalary: TBD🌿 About the RoleWe are seeking a highly skilled and detail-oriented Executive Virtual Assistant to support the day-to-day operations of a mental health and neuropsychology practice. This role involves executive-level administrative support, medical billing, patient coordination, and process improvement. You will work closely with a senior psychologist and play a key role in streamlining operations, improving efficiency, and ensuring high-quality service delivery.💫 Candidate CharacteristicsWe’re looking for a friendly, professional, and detail-oriented individual who is always two steps ahead. The ideal candidate can work independently, contribute ideas to enhance workflows, and help make processes smoother, automated, and more efficient.We are a team of highly trained experts with a mission to serve the underserved. If you’re a team player with strong problem-solving skills and a compassionate mindset, we’d love to meet you.📋 OverviewResponsibilities include:Returning patient calls and scheduling appointmentsData entry and document preparationReviewing and organizing recordsLearning psychometric tests to prepare for meetingsHandling insurance-related tasksInteracting with attorneys and other professionalsCoordinating team projects and ensuring reports and cases are completed on timeMonitoring projects and billing clientsProficiency with Microsoft Excel, Word, SharePoint, and other software as needed🛡️ HIPAA ComplianceThis position involves handling sensitive patient information. The candidate must have HIPAA training and maintain compliance with all related mandates.📌 Key Responsibilities🗂️ Executive & Administrative SupportManage calendars, appointments, and team coordinationMonitor and respond to emails promptly and professionallyCommunicate with attorneys, clients, and other professionalsCoordinate clinic, educational, research, and team activities, events, and marketing efforts💬 Patient CoordinationSchedule patient appointments and send confirmationsSend and collect consent and release forms, as well as video linksTrack appointments in calendars and caseload systemsRequest and manage patient records securely and efficientlyAssist with technical issues during virtual evaluations💰 Medical Billing & BookkeepingProcess billing for mental health evaluations (court, insurance, private pay)Record payments and follow up on overdue balancesMaintain accurate financial records using Excel and bookkeeping softwareCollect copayments and send payment links📣 Marketing and OutreachDevelop and manage social media content across platformsCoordinate outreach and community engagement efforts, including presentations, referral partnerships, and public service initiativesOrganize and promote events and trainings🧾 Documentation & ComplianceReview and summarize recordsAudit files for accuracy and completeness⚙️ Process ImprovementIdentify opportunities to automate and streamline proceduresSolve problems independently using sound judgmentImplement new technologies to enhance workflow efficiency🎓 Qualifications📘 EducationBachelor’s degree required🧠 ExperienceProven experience as an Executive Assistant, managing high-priority tasks and sensitive informationExperience managing and coordinating projects and teamsMedical billing experience (preferably in mental health settings)Familiarity with bookkeeping and accounting software (Xero, QuickBooks, etc.)💻 Technical SkillsProficient in Microsoft Excel (must demonstrate formula use), Forms, OneDrive, SharePoint, and other MS Business appsFamiliarity with EHR systems and billing software such as OfficeAllyStrong Microsoft Outlook email and calendar management💬 Soft SkillsExcellent English communication skills (written, spoken, and reading)Exceptional attention to detail and accuracySelf-motivated, proactive, and solution-oriented🧩 Basic RequirementsReliable computer and high-speed internet (at least 50 mbps)Noise-canceling headset and functional webcamQuiet, professional workspaceAvailability for video meetings with the camera onProfessional attire and appearanceNo other clients during work hoursWillingness to submit NBI or local police clearanceMust submit a short video introduction with the application🌟 Additional Preferred QualificationsExperience with social media managementMarketing or event planning experience (Instagram, TikTok, Facebook, and conferences)