Overview:
We are seeking a detail-oriented and reliable Behavioral Health Clinical Administrative Virtual Assistant to support outpatient behavioral health therapists, including Licensed Clinical Social Workers (LCSWs) and Licensed Master Social Workers (LMSWs). The successful candidate will provide a combination of clinical documentation support, medical transcription, electronic health record (EHR) management, and patient communication. This role will work closely with therapists to ensure accurate documentation, efficient patient coordination, and compliance with applicable healthcare privacy and documentation requirements. Candidates must have strong English communication skills, excellent attention to detail, and the ability to handle confidential patient information professionally.
Key Responsibilities:
Clinical Documentation and Medical Transcription
- Assist therapists with preparing and organizing clinical notes based on provider-supplied information, session notes, recordings, or instructions, as authorized.
- Transcribe clinical information accurately and maintain proper documentation standards.
- Enter, update, and organize clinical notes in the electronic health record system.
- Track outstanding documentation and follow up on incomplete or pending notes.
- Ensure documentation is completed within established deadlines and follows the clinic’s procedures.
Patient Communication and Scheduling
- Coordinate patient appointments, scheduling changes, and calendar updates.
- Make appointment reminder and follow-up calls.
- Communicate professionally with patients regarding scheduling and administrative matters.
- Maintain accurate appointment records and escalate patient concerns to the appropriate clinical staff.
- Help ensure a smooth and professional patient experience.
Electronic Health Record Management
- Work within eClinicalWorks (eCW) to enter and maintain patient records.
- Update relevant patient information and documentation based on authorized instructions.
- Maintain organized, accurate, and complete electronic records.
- Identify missing information, inconsistencies, or documentation gaps and bring them to the therapist’s attention.
Treatment Documentation and Administrative Coordination
- Track documentation requirements and outstanding clinical tasks.
- Assist with monitoring treatment plan follow-up activities as directed by therapists.
- Coordinate with multiple therapists to prioritize assignments and meet deadlines.
- Maintain task trackers and provide updates on completed and pending work.
Privacy, Compliance, and Quality Assurance
- Follow HIPAA privacy and security requirements and applicable Article 31 regulations and clinic policies.
- Maintain strict confidentiality of patient records and protected health information.
- Follow approved procedures for accessing, handling, storing, and communicating sensitive information.
- Review documentation for completeness and accuracy before submitting it for therapist review.
- Promptly escalate discrepancies, missing information, and potential privacy or compliance concerns.
Qualifications and Requirements:
Required
- Previous experience in healthcare administration, behavioral health support, medical documentation, medical transcription, or a related field.
- Strong written and spoken English communication skills.
- Professional phone presence and the ability to communicate clearly with patients.
- Excellent typing, data entry, proofreading, and organizational skills.
- Strong attention to detail and the ability to manage multiple tasks and deadlines.
- Ability to handle confidential information responsibly.
- Reliable internet connection and a suitable remote-work environment.
- Willingness to work a full-time schedule aligned with Eastern Time.
Preferred
- Experience supporting outpatient behavioral health practices or mental health professionals.
- Familiarity with eClinicalWorks (eCW) or other electronic health record systems.
- Knowledge of HIPAA requirements and clinical documentation practices.
- Experience assisting LCSWs, LMSWs, or other licensed behavioral health providers.
- Previous exposure to New York State Article 31 clinic documentation requirements.
Schedule:
- Full-time
- Remote
- Monday–Friday, 9:00 AM–5:00 PM Eastern Time
