Solo therapists and group practices run on admin that nobody trained for: intake calls, superbills, insurance follow-up and a waitlist that needs working. Our MedicalVirtual assistants handle it from Latin America on your clinic hours, with HIPAA training completed before kick-off and prior experience supporting US behavioral health practices.
Verified Administrative Assistant 10+ years of experience
Gabriela is a dedicated administrative professional with extensive experience in customer service and office management. She excels in multitasking, communication, and using various CRM tools. Gabriela is proficient in both English and Spanish, making her an asset in bilingual environments. Her.
View ProfileThe role, explained
Coordinate recurring sessions, intake documents, appointment reminders and administrative insurance follow-up.
Best suited to: Therapists and behavioral health teams balancing ongoing schedules with new-patient intake.
Verified Administrative Assistant | 10+ years of experience
Gabriela is a dedicated administrative professional with extensive experience in customer service and office management. She excels in multitasking, communication, and using various CRM tools. Gabriela is proficient in both English and Spanish, making her an asset in bilingual environments. Her.
Verified Virtual Medical Assistant | 28+ years of experience
Raimundo is a highly skilled Executive Administrative Assistant with extensive experience in customer service and virtual medical assistance. Proficient in managing scheduling, billing, and patient coordination, Raimundo has a strong background in using various tools such as QuickBooks, Outlook.
Verified Psychotherapist | 8+ years of experience
Norma is a bilingual psychotherapist with over 5 years of experience in mental health settings. She excels in providing emotional support, patient care, and crisis intervention, while maintaining confidentiality and professionalism. Vanessa is adept at using digital tools for organization and.
Verified Case Manager II | 7+ years of experience
Omar Arellano is a dedicated professional with extensive experience in case management, particularly in the mental health field. He has worked with at-risk youth and their families, providing support and connecting them to community resources. Omar is skilled in managing sensitive information.
Verified Registered Behavior Technician | 3+ years of experience
Valentina is an experienced Registered Behavior Technician with a strong background in providing individualized ABA therapy to children with Autism Spectrum Disorder. She has honed her skills in behavior intervention, data collection, and caregiver communication. Additionally, Valentina has.
Hire assistants with prior US behavioral health experience, fluent English, clinic-hours availability, and practical familiarity with EHR and practice-management systems used by US therapy practices.
A short call to map your caseload, your EHR, your payer mix and which part of the admin is costing you the most.
A placement specialist matches assistants who have already supported US therapy practices, then sends you a shortlist worth reading rather than a database to search.
Meet the candidates, test practical knowledge, and choose who fits your clinic and communication style.
You interview and make the hire yourself. We handle the in-country contract, payroll and compliance, and your assistant starts with HIPAA training complete.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Support for patient access, documentation, billing coordination, and daily clinical operations.
Behavioral health admin is its own discipline. Sessions are recurring rather than one-off, superbills matter more than claims for out-of-network clients, and the first call a prospective client makes is often the only one they will make. Our MedicalVirtual assistants have worked inside US therapy practices and know that difference.
From task to handoff
Start with a defined queue, an approved process and a named reviewer. These examples help you decide what to delegate and what a completed task should contain.
| Workstream | Remote support | Expected handoff |
|---|---|---|
| Recurring-session scheduling | Follow the practice’s documented workflow, confirm required information and record the next action. | A current task record with missing information and escalation owner clearly identified. |
| Intake completion | Follow the practice’s documented workflow, confirm required information and record the next action. | A current task record with missing information and escalation owner clearly identified. |
| Benefit checks and referral tracking | Follow the practice’s documented workflow, confirm required information and record the next action. | A current task record with missing information and escalation owner clearly identified. |
Where responsibility stays: Define urgent-message escalation and access restrictions for sensitive records. Clinical assessment and crisis response remain with the clinical team.
Plan your budget
MedicalVirtual staffing starts at $10 per hour. The agreed rate depends on the role, experience and schedule. Direct hire and built-team engagements are quoted separately.
| Hours budgeted per week | Weekly at $10/hour | Average month at $10/hour |
|---|---|---|
| 20 hours | $200 | About $867 |
| 40 hours | $400 | About $1,733 |
Illustrative calculations, not package quotes: hourly rate × weekly hours × 52 ÷ 12. Actual invoices follow your agreed rate, billable hours and contract. Availability and minimum schedules are confirmed when quoted. Include any additional software seats or practice-side costs in your budget.
See staffing, direct hire and team pricing →Your EHR, practice-management system, phone platform and approved messaging channels. Candidate experience varies: share your software, specialty and payer mix so we can assess the actual match.
Use individual accounts and permissions appropriate to the work. Your practice approves access, provides its procedures and names the person who handles exceptions.
Choose a baseline for the queue you delegate: unanswered calls, incomplete intake, pending authorizations, unsigned notes or unworked claims. Review quality and turnaround together.
Agree the definitions and review a sample of completed work during onboarding. Set targets from your own baseline; results depend on workload, staffing and practice processes.
Ready for the first working day
Matching and onboarding time depend on the specialty, candidate availability and your access setup. Agree a realistic start date after the role is scoped.
HIPAA training alone does not establish compliance. Contracts, administrative procedures and technical safeguards must work together. Read the HHS guidance on business associates and HIPAA Security Rule safeguards.
Discuss your practice’s workload →
