[Hiring] Mental Health Patient Care & Scheduling Coordinator @Winning Assistants

Role Description This role is ideal for someone who combines strong healthcare administrative experience with empathy, organization, and excellent communication skills. You will play a vital role in helping patients begin their therapeutic journey by managing intake processes, coordinating appointments, verifying insurance, and matching clients with the most appropriate therapists.

Responsibilities

• Patient Intake & Client Support
• Serve as the first point of contact for prospective patients through phone calls and other communication channels.
• Conduct patient intake calls with warmth, professionalism, and empathy.
• Process and review intake forms accurately and efficiently.
• Replace the current AI-based intake experience with a more personalized, human-centered approach.
• Assist patients throughout the onboarding process and answer initial questions regarding services.
• Scheduling & Care Coordination
• Coordinate patient appointments across a team of 11 therapists with varying schedules.
• Manage complex scheduling requests and appointment coordination.
• Cross-reference therapist availability between Google Calendar and the EMR system.
• Match patients with therapists based on therapist specialties, availability, and patient needs.
• Ensure scheduling accuracy and maintain organized records.
• Insurance Verification & Patient Information Management
• Verify patient insurance coverage and eligibility.
• Process patient information accurately and maintain confidentiality.
• Ensure all required documentation is completed and properly recorded.
• Support administrative workflows related to patient onboarding and treatment coordination.
• Communication & Outreach
• Manage incoming and outgoing calls through Google Voice.
• Conduct client outreach calls and follow-up communications.
• Send emails and communicate with prospective and existing clients.
• Coordinate effectively with therapists and internal team members to ensure seamless patient experiences.

Qualifications

• Experience working in mental health, behavioral health, counseling, psychology, psychiatry, or related healthcare settings.
• Clinical or mental health knowledge preferred.
• Experience with patient intake, scheduling, or healthcare coordination.
• Strong interpersonal and communication skills.
• Ability to manage phone conversations professionally and compassionately, including sensitive or difficult calls.
• Strong organizational skills and attention to detail.
• Ability to manage complex, multi-step processes across multiple systems.
• Experience coordinating schedules and handling administrative healthcare workflows.
• Ability to understand therapist specialties and appropriately match patients with providers.
• Patient, empathetic, and compassionate approach suited for a mental health environment.
• Comfortable working independently in a remote setting.

Requirements

• Must be proficient in speaking and writing English very clearly.
• Must have relevant work experience.
• Be able to submit an NBI clearance and/or Local Police Clearance background check before onboarding (mandatory).
• Must be available for video meetings with your camera on (when needed).

Technical Requirements

• Device: Reliable laptop or desktop computer.
• Internet: High-speed connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Webcam for virtual meetings.
• Workspace: Quiet, professional environment.

Benefits

• Dedicated HR & Contractor Support Team: Access to world-class support for questions, guidance, contract matters, and client communication.
• Premium VPN Access (Optional): A secure VPN license can be provided upon request to enhance privacy and security for client-related tasks.
• HIPAA & Cybersecurity Training + Certification (Provided): Access to our internal HIPAA compliance training, cybersecurity modules, and certification to help you confidently handle PHI for U.S. healthcare clients.
• Top 1% VA Performance Training: Access to our proprietary training on communication, client management, productivity systems, and best practices to help you become a top-performing VA and increase long-term client retention.
• Client-Approved U.S. Holidays: Contractors may take U.S. holidays off according to the client’s needs and schedule.
• Client-Approved Paid or Unpaid Time Off: Time off may be granted by your client. Paid time off is optional and only if offered by the client.
• Access to Tools & Resources: Templates, workflow guides, productivity tools, and client-specific SOP support to help you perform at your best.
• Optional Performance-Based Incentives: Some clients may offer bonuses, incentives, or increased hours based on your performance.