Mental Health Admin Assistant (Virtual)

We are hiring a Mental Health Admin Assistant (Virtual) a multi-provider group practice.This is a Part-Time remote role for a Tennessee, USA based company. This role is ideal for someone who is detail-oriented, empathetic, highly organized, and capable of seamlessly managing client tracking, scheduling, and admin workflows for psychological testing services.

Key Responsibilities

• Schedule and track clients through the insurance-based psychological testing process, coordinating sessions across both psychologists and psychometricians

• Monitor client progress through the testing pipeline, ensuring prior authorizations (handled by the billing manager) are confirmed before scheduling

• Collect payments at each testing session and monitor client completion of required online measures and assessments

• Send timely reminders and follow-up communications to clients as needed to keep testing appointments on schedule

• Input specific testing CPT codes correctly into the system during scheduling (training provided)

• Conduct virtual front-desk check-ins via video/screen during required hours while upholding HIPAA standards

• Support general back-office administration and EMR record-keeping for a 15-provider group practice

Required Qualifications

• 2+ years of hands-on experience in U.S. healthcare administration, medical office operations, or administrative care coordination

• 2+ years of consistent use of EMR/EHR systems to record client demographics, schedule appointments, and manage administrative notes

• 2+ years of experience communicating professionally with patients and providers, displaying clarity, confidence, and empathy in mental health settings

• Strong organizational and tracking skills with high attention to multi-step client workflows

• Excellent written and spoken English proficiency supported by professional administrative experience

Preferred Qualifications

• Experience supporting a mental health or behavioral health practice

• General knowledge of U.S. medical/insurance coding concepts

• Prior experience coordinating care within a multi-provider group practice

Required Skills & Tools

• EMR/EHR Systems (Scheduling, Data Entry, Patient Records)

• Video Conferencing / Virtual Check-in Software

• Google Workspace / Microsoft Office Suite

• Secure Practice Management & Messaging Tools

Schedule & Pay

• Part-time position; Monday–Friday, approximately US Eastern Time (flexibility for occasional Saturday coverage as the business scales)

• Fully remote role for a United States based client

• Pay ranges from ZAR 6000 - ZAR 9000 (depending on experience and skill)

• Includes structured onboarding, SOPs, training, and clear growth potential with milestone-based increases

System Requirements

• Internet speed of at least 20 Mbps upload and download

• Computer with a 2.4 GHz processor or higher

• 8 GB of RAM or higher

• Windows 10 or newer, or Mac OS X 10.10 or newer

• HD 720p webcam

• Headset with microphone

Benefits

• Competitive pay rates

• Consistent hours and predictable workload

• Fully remote work with long-term potential

• Direct collaboration with a founder-led team, making a real impact

• Supportive and inclusive work environment

• Opportunity to grow alongside a rapidly scaling cleaning company

Eligible locationsSouth Africa, Philippines