Job Description

Bilingual (Spanish-Speaking) Virtual Assistant

Petit Psychiatry is seeking a responsible, detail-oriented, and experienced Virtual Assistant to join our growing team. This is a fully remote position supporting our clinical and administrative operations. The Virtual Assistant will play a vital role in organizing and maintaining records, managing communications, and coordinating patient appointments. The ideal candidate is tech-savvy, highly organized, self-directed, and comfortable working in a fast-paced healthcare environment. Experience in a mental health or medical setting is strongly preferred.

Key Responsibilities:

• Answer incoming phone calls, emails, and patient messages in a timely and professional manner.
• Schedule, coordinate, and confirm patient appointments and meetings.
• Conduct pre-appointment intake assessments and ensure completion of intake paperwork.
• Check in patients and collect copays and payments.
• Verify insurance information and follow up on outstanding balances.
• Obtain and document patient pharmacy information, current medications, medical history, chief complaint, and vital signs in the EHR (Experience in Charm HR is a plus)
• Review and relay physician instructions to patients.
• Send appointment reminders and copay notifications.
• Call in prescriptions to pharmacies as directed by the psychiatrist.
• Complete patient-requested paperwork and administrative forms.
• Maintain accurate, timely, and compliant documentation in the EHR.
• Correspond with the psychiatrist, CEO, and clinical team members regarding patient care and administrative needs.
• Respond promptly to staff inquiries related to patient concerns.
• Participate in meetings and committees as requested.
• Maintain records in compliance with applicable laws, regulations, and accreditation requirements.
• Perform other reasonable office-related duties as needed.

Qualifications:

• Fluent in Spanish and English (verbal and written)
• 1–2 years of experience as a Virtual Assistant or in a related administrative role. Experience in a mental health or medical setting is a plus
• Strong computer skills, including Microsoft Office (Word, Excel, PowerPoint), Google Workspace, cloud-based tools, and EHR systems.
• Excellent organizational and multitasking abilities.
• Strong time-management skills with the ability to work independently.
• Reliable, self-motivated, and able to work with minimal supervision.
• Excellent verbal, written, and customer-service communication skills.

Work Schedule:

• 20–40 hours per week.
• Availability to work evenings (EST), weekends, and holidays as needed.

Equal Opportunity Employer:

Petit Psychiatry is an Equal Opportunity Employer and embraces diversity. We are committed to creating an inclusive environment and welcome applicants of all backgrounds, perspectives, and experiences.

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