Administrative & Billing Virtual Assistant (Mental Health Practice)

Our client is a mental health group practice based in Southern California. The practice supports

multiple clinicians and prioritizes exceptional client experience, strong internal communication, and

reliable administrative operations. The owner is clinically focused and is seeking a highly

dependable virtual assistant to take full ownership of day-to-day administrative and billing

responsibilities.

We are seeking a friendly, highly organized, and proactive Administrative & Billing Virtual

Assistant to support a growing mental health practice. This role is critical to ensuring smooth

operations across scheduling, billing, insurance verification, payroll coordination, internal

communications, and general administrative support.

The ideal candidate is warm and personable, yet detail-oriented and structured, capable of

independently managing tasks, deadlines, and follow-ups without constant oversight.

● Manage and respond to emails and phone calls professionally and warmly

● Serve as the first point of contact for clients, clinicians, and internal staff

● Coordinate schedules for multiple clinicians and ensure calendar accuracy

● Maintain availability updates to avoid scheduling conflicts

● Send internal emails and staff communications as needed

● Track important deadlines, renewals, and annual bills to ensure timely payment

● Take initiative in identifying tasks that need attention and follow through to completion

● Perform Verification of Benefits (VOB) for clients

● Manage daily billing through the EMR system

● Follow up on denied or unpaid claims with insurance providers

● Upload required documentation and communicate with insurance companies

● Handle manual billing when required (e.g., UnitedHealthcare)

● Coordinate payroll inputs using Gusto (hours entry, verification, submission)

● Assist with job postings (e.g., Indeed) when hiring is needed

● Support onboarding and offboarding administrative tasks

● Participate in weekly 1:1 meetings with the practice owner

● Join quarterly staff meetings as required

● Actively engage with staff via Slack

● Send birthday messages and supportive check-ins

● Help maintain a warm, connected team culture while ensuring backend tasks are completed

accurately

100% REMOTE

$50 birthday bonus

$200 testimonial bonus

$300 tenure bonus every 6 months

$500 entry monthly raffle

NO TRACKER. NO PROBLEM