Psychiatry Medical VA - Clinical Documentation & Insurance Verification

Job Title: Psychiatry Medical VA – Clinical Documentation & Insurance Verification

Position Type: Part-time

Work Schedule: Tuesday, Wednesday & Friday | 10:00 AM–5:00 PM Pacific Time

Hours: 21 hours per week | 30-minute paid break included

Pay Rate: $6–$7 USD per hour

About the Role & Client

We are looking for an experienced Medical Virtual Assistant with U.S. healthcare experience to support a growing psychiatry and mental health practice with two clinic locations.

This role has three primary areas of focus:

1. Clinical note-taking and documentation for the Bellevue clinic, supporting approximately 25–30 patients per week
2. Insurance verification and eligibility checks for the Lynnwood clinic, currently supporting approximately 10 patients per week
3. Patient communication and phone management for the Lynnwood clinic, including inbound and outbound calls, patient follow-ups, and virtual receptionist support

For clinical documentation, no live scribing is required. Patient appointments are recorded and initially documented using Freed AI. The VA will review, edit, organize, and complete the AI-generated documentation after each appointment according to the provider's required format and documentation standards.

You will also provide secondary support with billing documentation, EHR workflows, and general medical administrative tasks as needed.

The practice provides in-person and telehealth psychiatric services to children, adolescents, young adults, and families, including psychiatric evaluations, medication management, ADHD treatment, and support for various mental health conditions.

Key Responsibilities

1. Clinical Note-Taking & Documentation – Primary Focus

• Provide after-visit clinical documentation support for approximately 25–30 patients per week at the Bellevue clinic.
• Review, edit, and organize AI-generated clinical notes from Freed AI after patient appointments; no live scribing required.
• Complete and format the full clinical note according to the provider’s standards, including medical necessity and insurance/audit documentation requirements.
• Ensure notes are accurate, complete, and based only on information provided in the AI-generated documentation.
• Work primarily within AdvancedMD and Freed AI and complete notes efficiently as they become available after each visit.
• Maintain strong attention to detail, HIPAA compliance, and patient confidentiality.

2. Insurance Verification & Eligibility

• Perform insurance verification and eligibility checks for the Lynnwood clinic
• Initially support approximately 10 patients per week, with the ability to adapt as the clinic grows
• Verify active insurance coverage and relevant eligibility information
• Accurately document insurance details in the appropriate patient record
• Identify missing or inconsistent insurance information and follow up as needed
• Work primarily within Tebra for Lynnwood clinic workflows

3. Patient Communication & Phone Management

• Manage inbound and outbound patient calls for the Lynnwood clinic
• Assist patients with questions, follow-ups, and general administrative inquiries
• Provide professional and compassionate virtual receptionist support
• Follow up with patients as needed and help ensure timely communication
• Accurately document relevant patient calls and communications in Tebra
• Maintain clear, professional, and empathetic communication with patients and families

Additional Billing & Administrative Support

• Coordinate with the practice's existing billing team
• Ensure required clinical notes and documentation are complete and available for billing
• Flag missing documentation that could affect billing workflows
• Maintain accurate and organized patient records
• Assist with general administrative tasks as needed
• Manage workflows across AdvancedMD and Tebra
• Support both clinic locations based on operational needs
• Proactively communicate pending tasks, documentation concerns, or workflow issues

Requirements

• Previous U.S. healthcare experience, preferably in psychiatry, mental health, or behavioral health
• Strong clinical note-taking/documentation, medical note review, editing, or note completion experience with excellent attention to detail
• Experience with insurance verification and eligibility checks
• Familiarity with medical billing workflows and billing-related documentation
• Experience using EHR/EMR systems; AdvancedMD and Tebra experience is highly preferred
• Strong English communication skills with professional and compassionate patient phone etiquette
• Knowledge of HIPAA compliance and patient confidentiality
• Organized, reliable, proactive, and comfortable managing multiple clinical and administrative tasks
• Able to work the required Pacific Time schedule

Preferred

• Hands-on experience with AdvancedMD and/or Tebra
• Previous patient-facing or virtual receptionist experience
• Experience supporting multiple providers or clinic locations
• Experience with AI-assisted clinical documentation tools such as Freed AI or similar platforms.

Basic Requirements

• Must speak and write English clearly and professionally.
• Must have relevant work experience.
• Must be able to provide an NBI Clearance and/or Local Police Clearance before onboarding (mandatory).
• Must be available to attend video meetings with camera on when required.

Technical Requirements

• Computer: Reliable laptop or desktop computer.
• Internet: Stable high-speed internet connection (minimum 25 Mbps).
• Audio: Noise-canceling headset.
• Video: Working webcam for virtual meetings.
• Workspace: Quiet and professional work 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.

These are optional resources and client-approved allowances available to you as an independent contractor. Any resources, training, or allowances listed are optional contractor perks and not employee benefits.