Seasoned Medical Virtual Assistant – Patient Intake, Administration & Billing Specialist for Remote Mental Health Practice

About brighthush

brighthush is a forward‑thinking, patient‑centric mental health practice that serves over 400 clients across the United States. With a weekly volume of roughly 350 therapy sessions, we are committed to delivering compassionate, evidence‑based care while maintaining operational excellence. Our team thrives on collaboration, continuous learning, and a culture that values empathy, integrity, and innovation. As we expand our virtual footprint, we are looking for a dedicated Medical Virtual Assistant who can seamlessly integrate into our remote environment and help us elevate the patient experience.

Why Join brighthush?

At brighthush, you will:

• Work with a highly skilled, multidisciplinary team of clinicians, billing specialists, and administrative professionals.
• Enjoy a flexible, fully remote schedule that respects work‑life balance.
• Receive comprehensive training in our proprietary practice management system, billing workflows, and HIPAA compliance.
• Benefit from ongoing professional development, including top‑tier VA performance training and cybersecurity certification.
• Contribute to a mission‑driven organization that prioritizes mental health and community well‑being.

Key Responsibilities

Patient Intake, Scheduling & Communication

• Coordinate new patient inquiries, complete registration forms, and document intake information accurately.
• Schedule, confirm, reschedule, and cancel appointments while ensuring optimal calendar utilization.
• Serve as the first point of contact for patient calls, providing courteous, professional assistance.
• Maintain up‑to‑date patient records in SimplePractice, ensuring all intake documentation is complete and compliant.
• Track outstanding intake requirements and proactively follow up with patients to secure missing information.

Medical Billing & Payment Support

• Assist with billing workflows, including claim submission, payment posting, and follow‑ups under the guidance of the Billing Supervisor.
• Review billing records for accuracy, flag discrepancies, and coordinate resolution with the billing team.
• Update billing information in the practice management system and maintain meticulous documentation.
• Gradually take on additional billing responsibilities as training and proficiency progress.

Email & Practice Administration

• Manage the practice’s administrative inbox, responding to routine inquiries and escalating critical communications.
• Provide executive assistant support to the practice owner, including calendar management, travel coordination, and meeting preparation.
• Organize records, task lists, and SOPs, identifying opportunities to streamline workflows and improve efficiency.

Payroll & Administrative Coordination

• Assist with payroll‑related tasks, ensuring accurate data entry and adherence to established procedures.
• Track payroll information and collaborate with team members to resolve outstanding administrative requirements.

Patient Reactivation & Marketing Support

• Reach out to inactive patients to encourage re‑engagement and appointment scheduling.
• Support social media posting, engagement, and basic marketing activities using Canva and other platforms.
• Contribute to content creation and marketing initiatives as workload allows, while prioritizing core intake, billing, and administrative duties.

Essential Qualifications

• Patient Intake Experience: Proven track record coordinating patient intake, registration, and appointment scheduling in a healthcare setting.
• Medical Billing Experience: Hands‑on experience supporting medical billing workflows, payment follow‑ups, and billing documentation.
• Healthcare Administrative Experience: Experience working with U.S. medical practices, including mental health or behavioral health settings.
• EHR / Practice Management Experience: Familiarity with EHR/EMR systems; SimplePractice experience is a plus but not required.
• Phone Support Experience: Comfortable handling patient calls and receptionist duties; experience with VoIP systems is advantageous.
• Email & Administrative Management: Skilled at inbox management, record keeping, and coordinating follow‑ups.
• English Proficiency: Clear, professional written and verbal communication in English.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding.
• Must be available for video meetings with camera on when required.

Preferred Qualifications

• Experience with provider credentialing and maintaining credentialing documentation.
• Background in payroll tracking, office administration, or executive support.
• Familiarity with Canva, social media posting, and basic content creation.
• Prior experience in a remote or virtual assistant role.

Skills & Competencies

• Exceptional organizational skills and attention to detail.
• Strong problem‑solving abilities and adaptability to evolving workflows.
• Proficiency in Microsoft Office Suite, Google Workspace, and cloud‑based collaboration tools.
• Ability to manage multiple priorities and meet deadlines in a fast‑paced environment.
• High level of professionalism, confidentiality, and ethical judgment.
• Self‑motivated, coachable, and eager to learn new systems and processes.

Career Growth & Learning Opportunities

At brighthush, we believe in nurturing talent and providing clear pathways for advancement. As you master intake and billing responsibilities, you will:

• Progress into a full‑cycle revenue cycle management role, handling claim submission, denial management, and patient financial counseling.
• Take on leadership responsibilities, such as training new virtual assistants or managing a small team of administrative staff.
• Participate in cross‑functional projects, collaborating with clinicians, billing specialists, and IT to improve patient outcomes and operational efficiency.
• Access ongoing training modules, including HIPAA compliance, cybersecurity, and advanced practice management techniques.

Work Environment & Company Culture

brighthush fosters a supportive, inclusive culture that values:

• Open communication and transparent feedback loops.
• Work‑life balance, with flexible scheduling and remote work options.
• Continuous improvement, encouraging employees to propose and implement process enhancements.
• Community engagement, with opportunities to contribute to mental health advocacy and outreach initiatives.

Compensation, Perks & Benefits

As a full‑time, remote Medical Virtual Assistant, you will receive a competitive hourly rate of $5–$6, commensurate with experience. In addition to your base pay, brighthush offers:

• Dedicated HR & Contractor Support Team for contract guidance and client communication.
• Optional premium VPN license to enhance security during client‑related tasks.
• HIPAA & Cybersecurity training and certification, ensuring you are equipped to handle PHI responsibly.
• Top 1% VA Performance Training, covering communication, client management, and productivity systems.
• U.S. holiday observance aligned with brighthush’s schedule, allowing you to take time off on recognized holidays.
• Paid or unpaid time off as approved by brighthush, with the possibility of performance‑based incentives or increased hours.
• Access to templates, workflow guides, and client‑specific SOPs to streamline your daily tasks.

How to Apply

Ready to join a mission‑driven team that values your expertise and dedication? Click the link below to submit your application and take the first step toward a rewarding career with brighthush.

Apply to This Job

Closing Statement

At brighthush, we are more than a practice; we are a community committed to improving mental health outcomes through compassionate care and operational excellence. If you are a proactive, organized, and tech‑savvy professional who thrives in a remote setting, we invite you to bring your skills to our team. Join us in making a tangible difference in the lives of our patients while advancing your own career in a supportive, growth‑oriented environment.