Virtual Assistant – Patient Care Coordinator, Outpatient Mental Health

Staffing For Doctors

. Serve as the primary point of contact for patients and families seeking outpatient mental health services .

Posted 10/10/2026full-timeRemote • PhilippinesMid-LevelSeniorWebsite

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in managing outpatient mental health services, including patient communication, insurance prior authorizations, and administrative coordination. Proficient in utilizing Charm EHR for patient management and maintaining accurate records in a fast-paced environment.

Highest-signal resume keywords

Charm EHR ProficiencyInsurance Prior Authorization ManagementDiagnostic Lab OrderingHeadway Billing WorkflowsExceptional Verbal And Written Communication

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Insurance Prior AuthorizationPatient SchedulingLab Order CoordinationClinical Administrative TasksPatient Chart Management

Soft Skills

EmpathySelf-OrganizationPatient Communication

Tools & Technologies

Charm EHRQuest DiagnosticsHeadway Billing

Industry Keywords

Outpatient Mental Health ServicesBehavioral HealthEMR PlatformsPatient InquiriesAdministrative Communications

About the role

Key responsibilities & impact

Serve as the primary point of contact for patients and families seeking outpatient mental health services
Manage approximately 10 telephone calls per day, including appointment scheduling, patient inquiries, and general intake questions
Monitor, triage, and clear the central practice email inbox daily
Initiate, track, and complete 1 to 2 insurance prior authorizations daily
Coordinate lab orders, requisitions, and diagnostic results with Quest Diagnostics
Facilitate administrative communications between providers, pharmacies, external labs, and patients
Manage patient charts, scheduling calendars, intake paperwork, and clinical administrative tasks within Charm EHR
Coordinate with Headway billing team on patient billing details, insurance profile updates, and claims administration
Maintain accurate records and proactively follow through on operational checklists
Support the core lead provider and per diem clinician across a panel of over 300 patients

Requirements

What you’ll need

Hands-on experience with Charm EHR or similar behavioral health/outpatient EMR platforms
Familiarity with Headway billing workflows
Demonstrated experience submitting and tracking insurance prior authorizations for outpatient medications or clinical care
Experience managing diagnostic lab ordering and tracking via Quest Diagnostics or similar lab networks
Exceptional verbal and written English communication
Empathetic, patient tone suitable for mental health care
High degree of self-organization and comfort managing continuous administrative tasks independently
Preferably female virtual staff