Healthcare Virtual Assistant - Freelance, Remote

About the Client Our client owns and operates a behavioral health private practice with offices in Raleigh, NC and the Salem/Portland, OR area, now in its third year of business. The practice provides mental health care to patients across both locations and is building out its internal systems and support team as it grows. They're looking to bring on a dedicated assistant with genuine healthcare experience to support the clinical and administrative side of the practice. Why does this role exist? The practice has learned firsthand that generalist administrative support isn't enough for a healthcare setting — the current assistant in this seat lacks a medical background, which has created a steep learning curve around healthcare terminology, insurance processes, and how to appropriately support patients who may be in distress. This role exists to bring in someone who already understands the healthcare world and can hit the ground running on intake, insurance claims, and documentation — freeing the practice owner from the administrative load of prior authorizations and claims follow-up so she can focus on patient care. This is intended as a long-term seat on the team, not a temporary fix. The Impact you’ll make Patient Intake Gather patient information and set up new patient charts Schedule initial appointments Support the ongoing development of a standardized intake process alongside the practice owner Insurance & Claims Management Process prior authorizations Submit and manage insurance claims Follow up directly with insurance companies on denied or rejected claims to get them resolved Documentation & Records Draft patient-related documents, including diagnosis letters, ESA letters, and work-excuse letters Maintain accurate, up-to-date records in the practice's EHR system (iCANotes) Handle general data entry and recordkeeping Process & SOP Development Help create and maintain internal policies and standard operating procedures Support the practice as it formalizes processes like patient intake Patient & Practice Support Communicate with patients professionally and with empathy, including those who may be having a difficult day Coordinate with the practice owner via WhatsApp, RingCentral, and Google Meet as needed Skills, Knowledge and Expertise Required: Genuine, hands-on prior experience in a healthcare or medical setting — this is a strict requirement, not a nice-to-have Experience with medical insurance processes, including claims submission and following up on denials/rejections Experience with patient intake and/or medical documentation (charts, letters, records) Comfortable working in or learning an EHR system for daily data entry and recordkeeping Professional written and verbal communication skills suitable for direct patient interaction Your superpowers are... Technical: Real working knowledge of healthcare terminology and insurance/claims processes Comfortable navigating EHR systems (iCANotes experience a plus, but not required) Strong documentation skills — accurate, clear, and appropriately formatted for a clinical setting Organized and detail-oriented when managing patient charts, records, and follow-ups Soft Skills: Even-keeled and patient, especially with individuals who may be struggling or distressed Empathetic communicator who never gets short with patients, even under pressure Reliable and consistent — this is a long-term role, not a short-term gig Comfortable helping shape and improve processes that are still being built out Proactive about following up and closing the loop, especially on insurance claims WFH Set-Up: Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up. Internet speed of at least 40MBPS Headset with an extended mic that has noise cancellation and a webcam Back-up computer and internet connection Quiet, dedicated workspace at home You should apply if... You've genuinely worked in healthcare before — not adjacent to it, but in it — and you understand why that matters when you're the one on the phone with an insurance company or building out a patient's chart. You have real compassion for people who may be going through a hard time, and you don't let that show in your tone even on a tough day. You like the idea of joining a practice early enough to help shape how things get done, rather than just following a rulebook that's already set in stone. You're looking for a role you can settle into long-term, not just your next short-term placement. What to expect... Work Setup: Remote position Must have a reliable internet connection and a quiet workspace Required to provide own computer with Intel Core i5 or something similar or higher operating system Working Hours: 40 hours per week Monday to Friday 10:00 am to 7:00 pm EST Compensation: $7 per hour No benefits package included Benefits