Virtual Assistant Client Services

Overview

We are a small, growing mental health counseling practice providing in-person and telehealth services across the state of Washington (U.S.).

We are seeking a Part-Time Virtual Assistant to serve as the first point of contact for clients, supporting client communication, scheduling needs, and inbound phone calls. This role is primarily customer service–focused, with no sales, cold calling, or outbound outreach required.

The ideal candidate is calm, professional, detail-oriented, and comfortable working in a mental health and LGBTQ+ affirming healthcare environment.

• Client Communication & Customer Service
  • Respond to new client inquiries via phone and email
  • Answer incoming phone calls from:
    • Prospective clients
    • Existing clients needing to reschedule or cancel appointments
  • Provide clear, compassionate, and professional communication
  • Gather basic intake information as needed (non-clinical)
• Scheduling & Administrative Support
  • Assist with appointment scheduling, rescheduling, and cancellations
  • Update and manage client information within the EHR system
  • Support administrative workflows related to client communication
  • Escalate urgent or sensitive issues appropriately to the internal team
• Systems & Tools
  • Work within the practice's EHR system (Simple Practice – training provided)
  • Use Google Workspace (Gmail, Calendar, Docs, Sheets) for daily tasks
  • Maintain accuracy, confidentiality, and compliance with privacy standards

• Strong spoken and written English
• Previous experience in:
  • Customer service
  • Administrative support
  • Healthcare, therapy, or client-facing service roles (preferred)
• Comfortable handling phone calls professionally
• Proficient with Google Workspace
• Calm, empathetic, and organized communication style

• Experience working in:
  • Mental health practices
  • Healthcare or therapy environments
• Familiarity with EHR systems (especially Simple Practice)
• Process‑improvement mindset or self‑starter tendencies

• Opportunity to increase hours over time as the practice grows
• Potential path to full‑time support role
• Ability to take on additional administrative or process‑building responsibilities

$500 - $700 a month
Part‑time: 20 hours per week

Preferred working hours:
Pacific Time
Ideal schedule: 12:00 PM – 4:00 PM PT
Some flexibility to extend to 4:30 or 5:00 PM PT as needed. Schedule may be split across days depending on availability.

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