Medical Virtual Assistant (U.S. Psychiatry/Mental Health Practice)
Position: Medical Virtual Assistant / Receptionist
Schedule: Full-Time | Monday – Friday | 8:00 AM – 5:00 PM EST
Location: Remote
Start Date: Immediately following completion of training
Position Overview
We are seeking an empathetic, professional, and highly organized Medical Virtual Assistant to join a fast-paced U.S. psychiatry practice. As the primary point of contact for new and existing patients, you will set the tone for patient care through clear, warm, and clear communication.
In this role, you will manage daily operations using Valant EMR and RingCentral, ensuring seamless scheduling, prompt message resolution, and precise administrative workflows.
Key Responsibilities & Daily Tasks
- Patient Communication: Return phone calls, respond to patient portal messages, emails, voicemails, and inquiries from both new and established patients.
- Scheduling & Outreach: Book appointments for new patients and conduct consistent follow-ups with prospective clients.
- Phone & System Management: Oversee incoming and outgoing calls, voicemails, and faxes via RingCentral.
- Document & Fax Organization: Review and organize incoming faxes, route or flag urgent medical items, remove junk/solicitations, and audit patient charts for missing documentation.
- Form & Consent Tracking: Resend consent forms, intake paperwork, and necessary patient documentation as needed.
- General Practice Support: Perform administrative duties to maintain efficient practice operations and support seamless daily patient flow.
Candidate Qualifications
Must-Have Requirements
- Work Experience: 3 to 5 years of hands-on experience as a Medical Receptionist or Medical Virtual Assistant in a U.S. mental health or psychiatry practice.
- Communication: Flawless spoken English with a warm, natural, and clear phone tone.
- Temperament: A deeply kind, patient, and calm composure—essential for supporting anxious or distressed psychiatric patients.
- Customer Service Focus: Outstanding interpersonal skills with a strong focus on high-touch patient satisfaction. Personality, empathy, and professional presence are prioritized above technical perfection.
Nice-to-Have Requirements
- Prior hands-on experience with RingCentral.
- Proficiency with U.S. healthcare Electronic Medical Records (EMR/EHR) platforms (specifically Valant).
- Strong independent workflow management, including chart auditing and document organization skills with minimal oversight.
Systems & Technical Setup
- EMR/EHR: Valant (Workflow and system training will be provided)
- Phone System: RingCentral
- Internal Communication: Microsoft Teams / WhatsApp
- Security & Access: Secured remote connection / VPN provided by the practice.
