Virtual Assistant - Patient Care Coordinator - Outpatient Mental Health

We are seeking an organized, empathetic, and proactive Patient Care Coordinator to manage administrative and patient care operations for our growing outpatient family mental health practice.

As our primary coordinator, you will support our core lead provider and per diem clinician across a panel of over 300 patients. You will serve as the administrative anchor of the clinic—handling daily patient communications, running prior authorizations, managing lab orders via Quest, overseeing practice emails, and maintaining clean administrative workflows in Charm EHR and Headway.

Requirements

1. Patient Communication & Daily Inbound Calls

• Serve as the warm, professional primary point of contact for patients and families seeking outpatient mental health services.
• Manage daily telephone communication (approx. 10 calls per day), handling appointment scheduling, patient inquiries, and general intake questions with care and empathy.
• Monitor, triage, and clear the central practice email inbox daily, ensuring timely follow-ups to all provider and patient messages.

2. Prior Authorizations & Clinical Coordination

• Initiate, track, and complete 1 to 2 insurance prior authorizations daily for medications, treatments, or specialized mental health services.
• Coordinate lab orders, requisitions, and diagnostic resu