Move Forward Virtual Assistants LLC
Are you ready to make a difference by helping people connect with mental health services from the comfort of your own home?
Picture this: Every single day, you come to work in a place where you help people live their best lives possible by connecting them to helping services
- You are super reliable, resourceful, detail-oriented, and independent. You’re the one your friends go to when they need someone to confide in and offer support.
- You enjoy solving problems and love checking items off a list.
- You love to learn, take control, and are eager to jump in.
- You are compassionate and care about what you do and how you can help make a difference.
If this sounds like you, you’re in the right place.
We are looking for a Full-time Scheduling Coordinator to join the Move Forward Virtual Assistants team to take control of our everyday processes, develop our procedures, and manage our client services. Your primary role will be building client relationships and ensuring customer satisfaction through scheduling mental health appointments.
Our Mission: We are a fast-growing company focused on providing administrative support for Mental Health practices so they can focus on what they do best which is helping people. Our goal is to provide 5-star service, results, and value to our clients. We do this by managing their phones, scheduling appointments, verifying insurance, E.H.R data entry, and some light-marketing tasks.
Let’s get the bad stuff out of the way first:
- Some of the work will be repetitive, but it’s vital to our clients. We need to ensure we deliver our services consistently and reliably to all our clients who trust us with their practice.
- Until you learn your practices there are a lot of details to remember. If you struggle to stay organized this job is not going to make that any better. We teach systems, help you make cheat sheets, and give you personal office management tips. But while you work from home, you are responsible for reducing your own distractions and keeping your computer and desk organized for work. The people who are disciplined to stay organized conquer the pile of details and settle into a rewarding flow. If that doesn’t scare you away, this might be the job for you!
- The hours can vary to start. At first, we may have 20 hours per week during training. After training, clients are added quickly and in a few weeks, you will have full-time hours. At times there may be a slowdown in client requests, occasionally reducing work hours. So, if you’re looking for something to try for a short time or want to squeeze in a job between your already full schedule, then this is no longer the “coolest” job ever, it just became the “worst” and probably isn’t a good fit.
- We’re looking for someone who can join the team with these part-time hours for training and then move quickly to full-time hours. We want this job to be your full-time home. This is NOT a fit for someone who is looking to build their own virtual assistant business or fit us in amongst their other clients.
- Mental health clients are having a hard time and sometimes get upset. We are looking for people that are adaptable to situations and can remain calm during the chaos when unexpected obstacles occur. It’s all about our vision of connecting people to support. They have bad days, and we can help them.
Ok, let’s talk about the good stuff:
1. No two days are the same. When working with people there is always something new. You will be listening to people and then using your problem-solving skills to connect them with the right support.
2. Our office is virtual… which means you can wear comfortable clothes to work. Only need to worry about the dress code from the waist up if you have a video call.
3. The hours are from 9 am to 5 pm EST, and we support families…which means we’ll try our best not to bug you outside of those hours while you’re out enjoying your life with your family.
4. Flexibility. Things happen and you need to step out. As long as your clients are taken care of, take care of yourself! Some days you can end early and some days you can start early.
5. The work is fun and challenging. You will be working directly with our clients and staff and helping with a mix of different projects and support.
6. Communication. While we expect you to work efficiently and get things done, we focus on open communication and provide you with the tools to get things done right. If it’s not done right, then a learning opportunity arises. We thrive on all kinds of feedback and like to acknowledge the good work you do.
7. You’ll experience things, do things, and make decisions on things that typically would be micromanaged by other companies. We trust you to make the best decisions.
8. You’ll have the opportunity to bring your ideas to the table because we’re always looking to improve and grow.
Now, Onto the Job requirements:
1. You’re fired up about our mission to help our clients achieve their goals by providing administrative support so they can focus on what they do best.
2. We can only hire people that reside in PA so you have to live in this state.
3. You need to be the type of person who gets a thrill out of getting things done. Every day, you will check off a list of stuff. Whether it be answering emails, troubleshooting, or researching, you’re motivated.
4. You will be communicating with our clients. You need to enjoy talking, listening, and emailing with clients and be able to do it with a friendly and helpful attitude… Even if you’re having a bad day, maintaining a positive attitude is important. We are the first impression people get of the therapy office. Being comfortable on the phone is a must. You will be spending 4-6 hours a day responding to the needs of clients through phone or email.
5. You will need to be tech-savvy. You will need to know how to use a web based Electronic Health System, Google Workspace, and other web-based programs. We use Slack, Click-up, and video chat programs to communicate. Since you’ll be working remotely, you will be in charge of your own troubleshooting.
6. HIPPA Compliant. Protecting client and patient information is key. We require you to go through our training program to become HIPAA certified so that you can offer these services efficiently.
7. You will need to be able to manage projects and deadlines. You are in charge of your workload. You will have a lot of work to do, but you are the master of your ship. You will need to determine what’s a high priority and establish a system that works fast and efficiently to ensure good customer service for our clients.
8. You are super detail-oriented. We’re looking for someone who understands the importance of quality and ensuring we deliver memorable, accurate, and compliant service for our clients. Spelling names correctly and entering insurance information is vital for successfully scheduling and billing appointments.
9. You are comfortable on video. Since all our meetings take place on Zoom or Google Meet, the expectation is that you are available with video to participate.
10. We don’t expect perfection for you to qualify for the job. Tools are teachable, but we do expect you to have a solid understanding of the scheduling for the medical appointment world and a keen interest in transformative coaching. We expect intelligence, energy, organization, resourcefulness and a get it done attitude.
Some Things You’ll Be Responsible for:
- Knowing what services your clients have and representing their office with friendliness and professionalism
- Demonstrate self-motivated attitude and ability to perform responsibilities of the position with limited supervision
- Track your billed time in Clockify and worked time in Gusto
- Inform your clients when you are out for more than 3 hours in a day
- Keep detailed records of your practice’s operation for emergencies, vacations, or other events which prevent you from working in a practice for an extended period of time
- Attend all assigned meetings and report to your Team Leader
- Complete assigned training form MFVA and your clients
- Review with your clients the tracked results of your efforts in their office
- Call people and respond to emails to schedule new clients and reschedule existing clients
- Enter data into electronic health record (Explanation of Benefits forms)
- Answer scheduled calls between 9 am and 5 pm
- Follow up with insurance companies on rejected claims and other ancillary tasks related to insurance billing
- Marketing tasks, such as the creation of an email newsletter as assigned
- Following up with clients on past due balances
- Reliability in attendance
- Other duties as needed
What does success look like in this Role?
- Building a trusting relationship with our customers through communication and results.
- Being kind to our coworkers, our customers, and the people calling for support
- Respond to client questions or concerns within one business day.
- Owning and improving a seamless customer service experience.
- Learn all our programs and systems so you can provide informed feedback and support to clients.
- Ultimately, we will train you thoroughly on the details of our programs, but you’ll already be equipped with a positive attitude and a true passion for supporting people to achieve their goals!
Requirements:
- Possess excellent interpersonal skills; able to get along well with a diverse group of people, coworkers, and the staff and owner of the mental health practice.
- Must be friendly and welcoming to clients and others.
- A high level of English verbal communication skills is a must.
- Ability to write routine reports, emails, and correspondence.
- An understanding of the healthcare field and insurance billing.
- An adherence to following HIPAA laws and confidentiality standards pertaining to patient information.
We will train you on our systems, so don’t worry if you don’t know the ins and outs of that yet, but we are looking for someone who is passionate about the work we do and continue to improve how we deliver that work.
Application Details:
We will likely get 100+ applications for this role and we simply don’t have time to interview that many candidates, so make this stand out if you want a job that will change the entire trajectory of your life.
If this is a job that gets you excited, this is what we offer:
- The rate for this role will be $15/hr to start, with room to grow as you grow and add more value to the company and our clients.
- We have full medical benefits, vacation time, holiday pay, and a 401k plan
- This is a full-time job so after completing the training, the hours will be between 32-40 a week.
- This is a virtual role, so you can work from wherever is most comfortable as long as it’s a quiet workspace — but be available between 9 am and 5 pm.
In addition to being a detailed person, you must follow systems and processes. In fact, just to prove that when you apply for this position you must use the secret subject line for the cover letter — it must include “I have a passion for helping people get help”. Yep, that’s our little trick to sort out the people who blanket send their resume to anyone and everyone, from the folks (that’s you) who are truly interested in this position.
We are looking to bring our new colleague on board as soon as possible, but we will spend the necessary time to find the best fit. One thing that will give you a BIG leg up (but, is optional) is to send a quick video instead of a cover letter along with your resume. You can provide this link on the cover letter portion.
To Apply:
Please apply online and submit your resume and a cover letter containing our secret subject line listed above. You will be asked to complete an assessment to show off your skills and capabilities of working independently.
Create a cover letter or submit a video link answering the following questions:
Tell us how you will fit in THIS job specifically. We know what’s a fit for us and want to know if this is a fit for YOU. Share with us why we’d be lucky to have you on the team and why you’d make the perfect fit.
EOE: Post-offer background check required
Job Type: Full-time
Pay: From $15.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Application Question(s):
- We can only hire people that reside in PA. Do you live in this state?
Experience:
- E.H.R: 1 year (Required)
- Insurance verification: 1 year (Required)
- Medical receptionist: 1 year (Required)
Work Location: Multiple Locations
