Medical Administrative Assistant

🌟 Virtual Administrative Assistant | Mental Health Practice

Full-Time | Remote | $1,000–$1,400 USD/month | Colorado Springs (Mountain Time)

🧠 About Us

We’re a boutique mental health practice in Colorado Springs, Colorado, providing compassionate, high-quality care to individuals and families. We’re a small but growing team of four providers (including our founder) — and you’ll be stepping into a mission-critical role as the sole admin powerhouse behind the scenes.

If you’re looking for a long-term, stable position where your skills and initiative will truly matter , this is the place for you. We move fast, care deeply about our patients, and need someone who will own the details, keep us organized, and make sure nothing slips through the cracks.

💼 Role Overview

We’re hiring a full-time Virtual Administrative Assistant to be the operational backbone of our practice. You won’t just “complete tasks” — you’ll take full ownership of the admin side so our providers can focus on patient care. You’ll manage communication, scheduling, intake, billing coordination, and day-to-day operational needs.

Position type: Full-time (40–50 hrs/week)

Schedule: Monday–Friday, 9 AM – 5 PM MT

Location: Remote (must have strong overlap with MT workday)

Pay: $1,000–$1,400 USD/month (based on skills & experience)

✅ What You’ll Do🧑‍⚕️ Patient Communication & Support

• Be the first friendly voice patients hear — answer calls, voicemails, and portal messages promptly and warmly.
• Provide clear, empathetic, and professional responses to scheduling, billing, and general questions.
• Follow up with patients to close the loop on forms, appointments, and outstanding balances.
• Handle sensitive situations calmly, especially around insurance and availability issues.

📅 Calendar & Scheduling

• Manage 2–4 provider calendars with surgical precision — booking, rescheduling, and preventing conflicts.
• Track appointment types, time zones, and special conditions.
• Proactively plan around cancellations, high-demand days, and provider needs.
• Send reminders and prep communications in advance.

📋 Intake, Billing & Insurance

• Guide new patients through the entire intake process — from first contact to their first appointment.
• Collect and record co-pays/payments via Stripe.
• Verify insurance details and assist with prior authorizations.
• Coordinate referrals, ensuring documentation is complete and accurate.

🗂️ Admin & EHR Management

• Maintain error-free patient charts in the EHR.
• Upload documents and ensure compliance with all required fields.
• Track follow-ups, refill requests, and urgent needs in checklists or Notion/Airtable.
• Alert providers to priority items immediately.
• Document and improve workflows through SOPs.

🤝 Collaboration & Initiative

• Keep providers updated without them having to chase you.
• Anticipate problems before they happen and propose solutions.
• Bring a “ no loose ends ” mindset to every task.
• Communicate in flawless written and verbal English .

🧬 Who You Are

• Fluent in English — both spoken and written — with a warm, professional presence.
• Detail-obsessed and ultra-organized — you notice what others miss.
• Calm and steady under pressure, even with emotional patients.
• Self-managing — you run your lane without micromanagement.
• Emotionally intelligent and patient-focused.
• Quick with tech: Gmail, Google Calendar, Zoom, Stripe, Spruce, EHR systems, Notion, etc.
• Dependable — this is your full-time focus , not one of several gigs.

🌱 Bonus Points If You...

• Have mental health or healthcare admin experience.
• Have been the sole admin support in a growing business.
• Know HIPAA, prior auths, co-pays, and telehealth workflows.
• Are bilingual (Spanish preferred).
• Have used EHRs like Practice Fusion, TherapyNotes, SimplePractice.
• Understand basic medication names/brands.
• Can assist with light social media coordination.

❤️ Why You’ll Love This Role

• You’ll be trusted to own your lane and run it well.
• Your work will directly impact people’s access to mental health care .
• You’ll have a voice — your ideas and improvements will be welcomed.
• No corporate bureaucracy — just a small, kind, and professional team.

Paid every 2 weeks via Wise.

If you’re ready to be the right hand that keeps everything running smoothly , apply today. We can’t wait to meet you.

— Kim