Virtual Medical Administrative Assistant for a Psychiatric Clinic in US (Home Based Part Time)

Patient Communication • Professionally answer incoming telephone calls using AVIA's approved greeting. • Return patient voicemail messages promptly. • Respond to patient emails and administrative inquiries. • Assist patients with general questions regarding services, appointments, and office procedures. • Provide exceptional customer service while maintaining patient confidentiality. • Escalate urgent patient concerns to the provider immediately. Appointment & Calendar Management • Schedule new psychiatric evaluations. •  Schedule follow-up appointments. •  Manage appointment cancelations and rescheduling. •  Confirm upcoming appointments. •  Send appointment reminders. •  Maintain provider calendar and scheduling accuracy. Patient Intake & Registration •  Assist patients with completing online registration and intake paperwork. •  Ensure all required documents are completed before appointments. •  Help patients navigate the patient portal and website. •  Assist patients experiencing technical difficulties. •  Maintain accurate patient demographic information. Referral Coordination •  Receive referrals from providers, hospitals, therapists, and community partners. •  Contact referred patients to schedule appointments. •  Obtain referral documentation and medical records. •  Coordinate communication with referring offices. •  Maintain referral tracking logs. Insurance & Billing Support •  Verify patient insurance eligibility. •  Follow up on denied insurance claims. •  Contact insurance companies to determine reasons for claim denials. •  Obtain information necessary for billing corrections and claim resubmissions. •  Track outstanding billing issues. •  Assist with prior authorization requests when appropriate. Administrative Support •  Monitor office email inbox. •  Maintain electronic patient records. •  Organize electronic documents. •  Assist with credentialing paperwork and provider enrollment. •  Maintain office spreadsheets and tracking logs. •  Assist with preparing reports and administrative projects. •  Maintain confidentiality of all patient information. Marketing & Business Development Support •  Assist with physician outreach and referral relationship management. •  Maintain referral databases. -Coordinate brochure mailings and networking materials. •  Assist with website updates (if trained). •  Assist with social media scheduling and marketing projects. •  Help support community outreach initiatives. Crisis Response Responsibilities The Virtual Medical Administrative Assistant is not expected to provide clinical care. If a patient expresses suicidal thoughts, homicidal thoughts, severe emotional distress, or another psychiatric emergency, the assistant will: •  Remain calm and professional. •  Keep the caller engaged while following AVIA's Crisis Escalation Protocol. •  Encourage immediate contact with 988 or the nearest Emergency Department when appropriate. •  Notify the provider